March 7, 2023
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Function:
Position is responsible for providing a variety of administrative functions including program operations, data base management, financial, maintenance and health and safety of the organization. Provide assistance to the Regional Clinical Director GCHS as needed in their day to day duties.
Competencies:
The Administrative Manager must be able to demonstrate competency in the following areas:
- SKILLS:
- Acts as initial point of contact for the Regional Clinical Director responding to inquires/requests as appropriate; answers incoming calls as needed, and greets visitors when appropriate.
- Conserves the Regional Clinical Director’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- Develop databases to provide information on numbers of individuals served in our various programs from admission to discharge and do three, six and 12 month follow-up contacts either personally or by collecting the data from programs or researchers collecting the data.
- Assists the Director of Grants & Contracts, the Regional Clinical Director, and the Health Information Manager in the coordination of quarterly reporting.
- Works with staff responsible for coordinating meeting logistics as needed for Administration.
- Manages and completes projects by assigning work to clerical staff; following up on results.
- Attends and fully participates in team, staff and company meetings and trainings as scheduled including recording and preparing meeting minutes and action items follow up for Administration.
- Supports the accreditation and quality assurance efforts of the agency including but not limited to participating in training, creating documentation systems and maintaining necessary documentation in a professional and timely manner.
- Maintains customer confidence and protects operations by keeping information confidential.
- Handles all duties with a high degree of integrity, professionalism and confidentiality.
- Ability to provide day to day supervision of administrative and operations support staff.
- Understand fiduciary policies in relation to petty cash, receipting and handling receivables and deposits and purchasing.
- Completes other duties as assigned in a timely and professional matter.
- Manage / monitor all aspects of health and safety for the organization including policy and procedures related to OSHA, ADA and JC.
- Responds initially to difficult and sensitive citizen inquires and complaints and processes as needed.
- Interpret and apply federal, state, and local policies, laws, and regulations.
- Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
- Adapt to changing technologies and learn functionality of new equipment and systems.
- KNOWLEDGE:
- A thorough understanding of Akeela’s mission and vision statements, as well as the company’s policies and procedures.
- A consistent, in-depth knowledge of Akeela’s wide variety of programs and on-going projects.
- Understand the principals that must be utilized to effectively manage a large and diverse office environment.
- An ability to decipher what inquires need to be directed to the Regional Clinical Director, CCO or CEO.
- Understand the risks inherent in the aspects of our operations to ensure protection for the agency
- Health records systems and functions.
- Billing and collection practices.
- Principles of supervision, training, performance evaluation, and progressive discipline.
- BEHAVIOR:
- Develops and maintains professional relationships with all administrative, supervisory, and line staff to enhance program compliance, development and improvement.
- Develops and maintains professional relationships with all vendors and representatives of regulatory agencies to facilitate agency compliance.
- Assist all staff to ensure staff understands safety and security related issues and are adequately prepared for emergency situations and on-site reviews.
- Maintain all professional work with appropriate confidentiality in order to protect clients and staff.
- Demonstrate critical thinking.
- Generate, share, and accept new and different ideas and incorporate them into practice.
- Apply effective problem-solving processes and methods.
- Respond with flexibility to changing needs.
- Balance multiple tasks.
- Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records, and reports.
- Communicate clearly and concisely, both orally and in writing.
Responsibilities:
- Conduct all work with minimal day to day supervision and with the authority to seek professional assistance from outside sources as necessary with approval from Regional Clinical Director GCHS.
- Perform other related duties as required.
Qualifications and Requirements:
(Any equivalent Combination of Knowledge, Skills, Abilities, Education, and Experience)
- Education: Bachelor Degree in Health, Social Service, Business, Public Administration or related field required.
- Experience: Requires two years management and/or experience in social service organization(s).
- Ability to use Excel, Word, and other Microsoft applications.
Positions Supervised:
- Receptionist
- Program Assistant
- Medical Records Clerk
- Maintenance/IT Technician