Administrative Assistant

Schedule: Thursday - Monday

Location: Hybrid, Wilsonville

Status: Part-time, Hourly/Non-exempt

Pay Range: $18/hr-$22/hr

Job Summary

The Administrative Assistant is responsible for the day-to-day operations of the hospice office.  This position will be responsible for answering in-coming phone calls and forwarding them to the necessary hospice personnel. Additionally, they may answer calls regarding hospice patient needs, facility inquires, assisting with the intake process for new patients, physicians and referral sources, and pharmacy and vendor requests. The Administrative Assistant can assist the HR Director with the processing of new employees and the development and maintenance of all employee charts.  This position will also be responsible for the overall upkeep and maintenance of the BeLoved Hospice office by means of tidiness, filing and supply maintenance.

Job Duties and Responsibilities

1. Answers all incoming phone calls during business hours in a kind, compassionate and courteous manner.
2. Works heavily in the Electronic Medical Record (EMR).
3. Maintains hospice office by keeping office areas tidy and free of clutter.
4. Runs reports on patients, employees, or vendors to assist other departments in a variety of tasks. Some tasks may include sending out anniversary cards, checking exclusion databases, etc.
5. Keeps a running inventory of office supplies and orders supplies when needed.
6. Collects and organizes employee time sheets, mileage reimbursements and expense reimbursements on designated days to give to the Administrator as needed.
7. Creates New Hire packets for new employees and assists new staff in the completion of their paperwork as well as collecting copies of necessary licenses, insurances and certifications.
8. Assists with the coordination of employee TB tests and Physicals.
9. Generates miscellaneous patient reports when needed.
10. Gathers and sends all outgoing mail.
11. Assumes effective lines of communication with all personnel and volunteers.
12. Copies and distributes material as requested.
13. Assists with the preparation of Marketing Intake packets for new patients.
14. Assists with the selection and preparation of marketing materials.
15. Notifies all staff members of upcoming staff meetings or trainings.
16. Maintains office sign-in log and professionally greets all visitors while verifying necessary information like name, agency, and purpose of visit.
17. Maintains company phone list.
18. Supports the philosophy, objectives and mission of BeLoved Hospice.
19. Promotes a team approach through cooperation, mutual respect, flexibility and dependability.
20. Other duties as assigned.

Requirements

Qualifications and Experience

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required to perform this job.

1. High School Diploma or GED
2. One-year experience in an office setting, medical office experience preferred.
3. Working knowledge of the healthcare field, medication names, and equipment or tools
4. Literate in MS Word, MS Excel, MS Outlook, Internet programs and other programs, as deemed necessary.
5. Must have reliable transportation and maintain auto insurance.
6. Successful completion of background check pursuant to ORS 181A.195.
7. Excellent interpersonal and communication skills and impeccable attention to detail.
8. Must be able to work with little or no supervision and be accountable for assigned projects and deadlines.
9. Utilize appropriate basic office equipment.
10. Read, write and understand the English language.
11. Must be able to handle frequent interruptions, problem solve, and have exceptional follow through skills. 
12. Must be able to cope with emotionally charged situations encompassing patients, families, caregivers, and team members.

Benefits

• Supplemental Health Insurance Plans
• 401(k) with employer match
• Mileage reimbursement
• PTO accrual
• and more!