Behavioral Medicine Administrative Assistant I/II

Position Overview

This administrative role supports the inpatient psychology team at College Hill, with occasional cross-coverage for outpatient services. The position is ideal for someone who thrives in a dynamic environment and enjoys supporting clinical operations behind the scenes.

Responsibilities: Key Responsibilities

• Coordinate reimbursements, travel arrangements, and supply orders
• Maintain inventories (e.g., toys, snacks) and support program logistics
• Support multiple staff psychologists with administrative tasks (e.g., mail, presentations, etc.)
• Cross train at our outpatient facility
• Perform various administrative functions of departmental operations while providing daily support on operational issues
• Follow divisional documentation procedures
• Request and order office supplies or other miscellaneous items
• Sort and distribute mail
• Schedule meetings for appropriate staff and prepare/document/scan, label, photocopy, etc.
• Organize and maintain file/record system
• Enter and/or analyze data
• Ensure department staff has necessary documents for maintaining calendars, meetings, travel, etc.
• Make travel arrangements if necessary
• Provide assistance for recruitment activities when needed
• Complete special projects as requested
• May perform cross-functional duties with related positions when needed
• Function as department resource
• Maintain, monitor, organize, input, and/or ensure integrity of data and/or records
• Audit data as necessary to ensure accuracy
• Generate reports as needed and disseminate to appropriate individuals
• Improve/maintain processes, operations, and/or performance using available data or assist in this process
• Respond to, process, and/or track all related requests
• Assist in automating existing processes or recommend changes to management
• Sustain a working understanding of regulatory requirements and accreditation standards
• Support leadership in compliance efforts to meet and sustain the regulatory compliance efforts of the department and hospital
• Monitor safety and departmental policies and procedures
• Ensure all individual certifications and Safety College requirements are fulfilled in a timely basis
• Work with department managers, nurse council and magnet representatives to identify and share safety best practices
• Support clinician in room preparation, patient preparation for appointments, and patient care activities within scope of practice
• Clean and maintain equipment, order inventory, and restock supplies
• Perform procedures, collect data, analyze data, and inform clinical decisions regarding patient care
• Ensure work areas are organized and safe
• Respond and follow up with referrals and inquiries from patient families, efficiently and effectively resolving issues
• Support the integration of age specific and culturally inclusive concepts into patient care

Requirements: Required Qualifications

• High school diploma or equivalent
• No directly related experience

Preferred Qualifications

• Strong initiative and ability to work independently
• Comfortable communicating with providers and leadership
• Detail-oriented with a track record of meeting deadlines
• Willingness to ask questions and learn when tasks are unclear

Benefits: Benefits & Perks

• Medical coverage starting day one of employment
• Competitive retirement plans
• Tuition reimbursement for continuing education
• Expansive employee discount programs through our many community partners
• Shift Differential, Weekend Differential, and Weekend Option Pay Programs for qualified positions
• Support through Employee Resource Groups such as African American Professionals Advisory Council, Asian Cultural and Professional Group, EQUAL - LGBTQA Resource Group, Juntos - Hispanic/Latin Resource Group, Veterans and Military Family Advocacy Network, and Young Professionals (YP) Resource Group
• Physical and mental health wellness programs
• Relocation assistance available for qualified positions