HHA Administrative Assistant (Beaver Dam)

Administrative Assistant

The Administrative Assistant is responsible for providing administrative support. This position is largely self-directed and responsible for a range of duties associated with the general administrative functioning of the home health agency and across departmental areas. This role assists in the planning and coordination of program and project related activities, which may include collaboration with multiple business leaders on a routine basis. This position has regular access to confidential information such as HHA budget information, tracking employee education, workload, and attendance.

In partnership with department leadership, coordinates administrative aspects of the Home Health Agency (HHA) department, including preparation of reports, researching issues and assistance in updating policies, procedures, manuals, and administrative tools.

Provides leadership support with management of calendars, maintenance of agendas, scheduling meetings, taking meeting minutes, and the coordination of activities and schedules of management and department teams.

Composes and prepares correspondence, newsletters, presentations, and additional materials as needed.

Enters, monitors, and reports departmental data and information, including departmental statistics.

Ensures departmental compliance with regulations and with applicable policy and procedure requirements, including quality control monitoring of time sensitive processes and procedures.

Assists with maintenance of documentation and systems to maintain compliance with CMS and Joint Commission regulations.

Coordinates and monitors facility and departmental needs, purchases supplies, materials, services, and equipment.

Orders, stores, and manages staff disposable medical equipment, bag, and trunk supplies. Trains staff on equipment management and maintains systems for annual review of supplies with each staff person.

Coordinates systems for managing equipment; acts as program resource for staff with orientation to and management of equipment.

Orients department staff to the home health space and then acts as a resource, responds to questions and provides support to staff regarding administrative systems within the HHA.

Supports the education program coordinator in maintaining systems to track and monitor employee competency requirements such as CPR and home health aide and therapy education.

Maintains systems to track employee's professional licensure.

Provides support to clinical staff for scheduling Tele Health visits.

Develops working knowledge of UWHCD phone system and may assist with overflow calls for Intake, HHA, HME, general UWHCD.

Licenses: N/A

Education: High school diploma or equivalent required. Associate degree in Business Administration or a related field preferred.

Experience: One year of experience in an administrative support role required. Three years of experience in an administrative support function and previous experience in a health care setting preferred.

Must possess excellent verbal and written communication skills, excellent computer skills, experience with word processing, database and spreadsheet software programs, ability to establish and maintain effective working relationships with coworkers, department administrative staff, interdepartmental contacts and the general public. Must possess the ability to plan and organize the workflow in a busy office/unit environment, be self-directed and work with minimal supervision and have the ability to be flexible in response to changing demands and handle a high volume of work under pressure. Must be resourceful in problem solving, initiative and good judgement.