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|Job Category :||Business|
|Company Name:||Therapeutic Pathways, Inc.|
|Position Name:||Administrative Assistant|
|Location :||1100 14th St Ste A, Modesto, CA 95354|
|Job Description :||Summary/Objective
The Administrative Assistant acts as a primary liaison for executive staff and other parties, while engaging in a diverse array of administrative tasks on behalf of the agency. This is a dynamic role that involves many areas of responsibility with a strong emphasis on multi-tasking, prioritization and communication skills.
Performing administrative activities Performing day-to-day administrative tasks, such as maintaining files, processing paperwork, checking faxes, sorting/distributing mail, ordering business cards and other printed materials, and attaining signatures for project and finance approval.
Communicating with department supervisors and peers Providing information on behalf of Directors to all departments (Clinical, Administrative, Front-line Therapy Staff) by telephone, in written form, e-mail, or in person.
Getting information Observing, receiving, and obtaining information from all relevant sources regarding market research (Applied Behavior Analysis & associated industries), requests from Directors from all levels of staff regarding various projects, laws, and industry changes.
Documenting information Entering, transcribing, recording, storing, or maintaining information in written/electronic form. Taking minutes and meeting notes, organizing information, and distributing to appropriate parties. Transcribing important notices and distributing as agency-approved memos.
Communicating with persons outside agency Communicating with people outside the agency, representing the organization in a professional manner and likeness of the Directors to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone, or e-mail.
Scheduling work and activities Scheduling events, programs, conferences, site visits/ interviews and activities, as well as the work of Directors and colleagues outside of the agency. Responsible for coordinating Clinical All Staff meetings bi-monthly, as well as meetings with senior-level executives from international health plans, other ABA agencies, Therapeutic Pathways sister companies & LLCs.
Manage Executive Teams schedules Check-in with Executive Assistant daily regarding upcoming daily/weekly and priority meetings to assist with calendaring and document preparation across departments. Schedule appointments, as needed; coordinate travel, registration, accommodations for conferences and industry Board and committee meetings for Executive-level staff.
Liaison between Executive Team & all parties Maintain open lines of communication between the Executive Team and all parties; for example, distribute agency-wide memos signed by Executive Team, communicate on behalf of Executive Team to vendors and business associates, organize and return messages, as needed.
Provide support with document creation and maintenance Utilize Microsoft Office and Adobe products to create documents and presentations; maintain organized filing system to pull needed documents for review and edit on an annual basis. Support to Executive Assistant, as requested.
Assist Executive Team with administrative functions Provide all department leads of Executive Team with administrative support. For example, editing formal letters to vendors and printing formal memos on letterhead, taking meeting minutes for Executive Team meetings, being an available resource for special projects; assist as needed.
Provide administrative support to the Compliance Department by helping with quarterly and/or annual audits. Administrative support includes but is not limited to: creating, compiling, organizing, and redacting documents, as well as submitting the file to payers and auditors.
Facilitate daily/weekly subcommittee meetings and administer administrative support by creating an agenda with updated discussion topics, provide detailed notetaking, and help with new program initiatives and business operations discussed within each meeting.
Completing action items
Assist in managing Therapeutic Pathways policies and procedures by uploading new policies, procedures, forms, process maps, job aids, etc. into PolicyTech, and assign documents to appropriate departments and team members within the organization.
Establishes/maintains/updates/distribute Non Public Agency contracts for all Therapeutic Pathways site (e.g. The Kendall Centers and The Behavior Center), and acts as point person in answering questions and obtaining appropriate documents for certification.
Maintain relevant technical knowledge Maintain ongoing proficiency of Microsoft Office and Adobe products; advanced functions, such as drafting fillable forms, editing finalized policies in PDF format, packet/pamphlet creation, data processing with formulas and macros, is required to maintain files and compliance with payers. May assist Executive Assistant and/or Help Desk (IT Dept.) with technical trainings for new systems, procedures, etc.
Provider Roster Reporting Work with HR and Billing Teams to maintain provider rosters to support clean submission of claims for insurance payers, as well as to meet contractual obligations by payer.
Reporting Smartsheet creation and manipulation
Prepare, distribute, and record documents including contracts
Required Skills and Competencies
BA/BS, Business Administration, Psychology, or related field, preferred
5+ years of progressive administrative experience
Moderate-level experience with healthcare, HIPAA/confidentiality
Excellent verbal and written communication skills
Experienced with data collection and reporting
Strong office administration skills in areas such as prioritization, multi-tasking, and detail orientation
Tech Savvy or willingness to learn new systems and devices
Therapeutic Pathways, Inc. is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
I understand that if I am offered a position that will have or likely may have direct contact with minor students, Therapeutic Pathways, Inc., in compliance with the requirements of California law and federal law, shall obtain a criminal history record check and the offer of employment will be contingent upon receipt by Therapeutic Pathways, Inc. of clearance from both the California Department of Justice and the Federal Bureau of Investigation. I also understand that Therapeutic Pathways, Inc. requests subsequent arrest notice service from the California Department of Justice.
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