Respite Administrative Assistant - Full-time

span style="font-size:11pt;"span style="line-height:107%;"span style="font-family:Calibri, sans-serif;"buWho We Are:/u/b/span/span/spanbrspan style="font-size:11pt;"span style="line-height:107%;"span style="font-family:Calibri, sans-serif;"Since 1985, BHCHP#8217;s mission has been to ensure unconditionally equitable and dignified access to the highest quality health care for all individuals and families experiencing homelessness in greater Boston. Over 10,000 homeless individuals are cared for by Boston Health Care for the Homeless Program each year. We are committed to ensuring that every one of these individuals has access to comprehensive health care, from preventative dental care to cancer treatment. Our clinicians, case managers, and behavioral health professionals work in more than 30 locations to serve some of our community#8217;s most vulnerable#8212;and most resilient#8212;citizens./span/span/spanbrbrspan style="font-size:11pt;"span style="line-height:107%;"span style="font-family:Calibri, sans-serif;"From our earliest days as a program, we have always sought to do work that is transformational: recognizing our shared humanity; centering dignity, compassion, mutual respect and supporting the right of every individual to access the highest levels of health care and every staff member to reach their fullest potential. We continue to be committed to building bridges and breaking down barriers, including systemic racism which harms us all. We provide community-based health care services that are compassionate, dignified, and culturally appropriate, incorporating social determinants of health, with the goal of breaking down the physical and systemic barriers that our patients face./span/span/spanbrbrspan style="font-size:11pt;"span style="line-height:107%;"span style="font-family:Calibri, sans-serif;"buJob Summary:/u/b/span/span/spanbrspan style="font-size:11pt;"span style="line-height:107%;"span style="font-family:Calibri, sans-serif;"bHours: /bFull time; 40 hours per week, Monday #8211; Friday, 8:00am - 4:30pm/span/span/spanbrspan style="font-size:11pt;"span style="line-height:107%;"span style="font-family:Calibri, sans-serif;"bUnion: /bYes/span/span/spanbrspan style="font-size:11pt;"span style="line-height:107%;"span style="font-family:Calibri, sans-serif;"bUnion Name: /b1199SEIU/span/span/spanbrspan style="font-size:11pt;"span style="line-height:107%;"span style="font-family:Calibri, sans-serif;"bPatient Facing: /bYes/span/span/spanbrbrspan style="font-size:11pt;"span style="line-height:107%;"span style="font-family:Calibri, sans-serif;"This position will provide direct administrative and operational support to the Respite Medical Director, Respite Associate Medical Director, and the Respite Executive Director.#160; This position will also support special projects and data reports for the Respite Behavioral Health Director and Respite Nursing Leadership. Key functions include providing first-hand support to the directors with meeting and/or conference coordination, managing operational calendars and provider clinical schedules, organizing special projects, assisting with organization of onboarding and training of clinical new hires. Other responsibilities may include but are not limited to delegating administrative tasks essential to management of clinical staffing, maintaining medical respite administrative files, policies and administrative procedures, attending and setting agendas in addition to preparing minutes for regular medical respite committee meetings, and supporting the directors in their daily work and organizational responsibilities. It is expected that this position will have direct patient interaction on a regular basis./span/span/spanbrbrspan style="font-size:11pt;"span style="line-height:107%;"span style="font-family:Calibri, sans-serif;"buResponsibilities:/u#160;/b/span/span/spanullispan style="font-size:11pt;"span style="line-height:normal;"spanspan style="font-family:Calibri, sans-serif;"Organizes medical respite program data for reports and presentations; implements and maintains databases requested by senior medical respite administrators; designs forms and other operational and promotional materials used by all departments at the medical respite program./span/span/span/span/lilispan style="font-size:11pt;"span style="line-height:normal;"spanspan style="font-family:Calibri, sans-serif;"Centralizes and organizes medical respite, and as needed, program-wide committees such as (but not limited to) Emergency Preparedness and Safety Taskforce (EPSTF), Pharmacy and Therapeutics, Clinical Care and Safety and Risk Committees; maintains and updates public folders with appropriate documents, including meeting minutes; acts as the support staff to EPSTF and manages the MSDS binders in the building for OSHA compliance; assists in documentation/correspondence preparation including Department of Public Health Reports./span/span/span/span/lilispan style="font-size:11pt;"span style="line-height:normal;"spanspan style="font-family:Calibri, sans-serif;"Collaborates with managers as needed to ensure the smooth planning of operations and events; supports event planning at the McInnis House, planning, scheduling, and ensuring that all managers collaborate and are informed and that events are organized./span/span/span/span/lilispan style="font-size:11pt;"span style="line-height:normal;"spanspan style="font-family:Calibri, sans-serif;"Organizes and maintains filing systems for the Medical Director, Associate Medical Director and the Executive Director of Medical Respite including but not limited to, confidential administrative files and policies and procedures as needed; arranges meetings and maintains calendars for conference rooms, Medical Director, Executive Director of Respite, and other senior respite managers as assigned./span/span/span/span/lilispan style="font-size:11pt;"span style="line-height:normal;"spanspan style="font-family:Calibri, sans-serif;"Coordinates schedules for Medical Respite clinicians and ensures appropriate coverage at all times; assists the Medical Director and Associate Medical Director in the accuracy of provider timesheets on ADP and manages provider time-off requests, as well as ensures yearly provider coverage and ensures coverage for clinician absences. /span/span/span/span/lilispan style="font-size:11pt;"span style="line-height:normal;"spanspan style="font-family:Calibri, sans-serif;"Answers calls, texts, and emails in a professional manner, including taking and delivering messages in a timely manner; ensures proper and timely distribution of all incoming and outgoing mail for the Barbara McInnis House; maintains inventories of supplies as needed. /span/span/span/span/lilispan style="font-size:11pt;"span style="line-height:normal;"spanspan style="font-family:Calibri, sans-serif;"Collaborates with the Manager of Volunteer Services to facilitate coordination of volunteer projects at the Barbara McInnis House; oversees Petty Cash for Barbara McInnis House administration; manages patients#8217; belongings and valuables./span/span/span/span/lilispan style="font-size:11pt;"span style="line-height:normal;"spanspan style="font-family:Calibri, sans-serif;"Supports the Executive Director of Medical Respite in covering the role of the Director of Respite Support Services when she/he is out of the office; covers evening shifts for secretaries, when needed./span/span/span/span/lilispan style="font-size:11pt;"span style="line-height:normal;"spanspan style="font-family:Calibri, sans-serif;"Assists in documentation/correspondence preparation including Department of Public Health Reports; designs forms and other operational and promotional materials used by all departments at the medical respite program./span/span/span/span/lilispan style="font-size:11pt;"span style="line-height:normal;"spanspan style="font-family:Calibri, sans-serif;"Ensures proper and timely distribution of all incoming and outgoing mail for the Barbara McInnis House./span/span/span/span/lilispan style="font-size:11pt;"span style="line-height:normal;"spanspan style="font-family:Calibri, sans-serif;"Supports and participate in patient surveys, supports the Consumer Advisory Board (CAB) in special projects intended for respite patients; supports the Respite Leadership Team in alerting patients of upcoming events/meetings./span/span/span/span/lilispan style="font-size:11pt;"span style="line-height:normal;"spanspan style="font-family:Calibri, sans-serif;"Organizes and oversees the weekly Patient Store Run; coordinates the weekly Patient Orientation meetings for the Executive Director of Medical Respite and the Behavioral Health team./span/span/span/span/lilispan style="font-size:11pt;"span style="line-height:normal;"spanspan style="font-family:Calibri, sans-serif;"Other duties as assigned./span/span/span/span/li/ulspan style="font-size:11pt;"span style="line-height:107%;"span style="font-family:Calibri, sans-serif;"buQualifications:/u/b/span/span/spanullispan style="font-size:11pt;"span style="line-height:normal;"spanspan style="font-family:Calibri, sans-serif;"2- 5 years of office administration experience required, with demonstrated knowledge of office procedures; college education preferred./span/span/span/span/lilispan style="font-size:11pt;"span style="line-height:normal;"spanspan style="font-family:Calibri, sans-serif;"Demonstrated Proficiency in Windows, Microsoft Office (Word, Excel, Outlook amp; PowerPoint, etc.)./span/span/span/span/lilispan style="font-size:11pt;"span style="line-height:normal;"spanspan style="font-family:Calibri, sans-serif;"High level of organizational and communication skills in addition to critical thinking and problem-solving skills./span/span/span/span/lilispan style="font-size:11pt;"span style="line-height:normal;"spanspan style="font-family:Calibri, sans-serif;"Ability to: work independently and as part of a team; be responsive, communicate clearly and effectively, and engage appropriately with other staff including clinicians and support staff; work positively with diverse work styles and groups of people while demonstrating a professional, positive attitude; work gracefully in high stress/pressure situations./span/span/span/span/lilispan style="font-size:11pt;"span style="line-height:normal;"spanspan style="font-family:Calibri, sans-serif;"Ability to be flexible and willing to adapt to the changing needs of the Medical Director, Associate Medical Director and/or Executive Director./span/span/span/span/li/ulspan style="font-size:11pt;"span style="line-height:107%;"span style="font-family:Calibri, sans-serif;"buCompensation and Benefits:/u/b/span/span/spanulli style="margin-left:8px;"span style="font-size:12pt;"span style="font-family:'Times New Roman', serif;"span style="font-size:11pt;"span style="font-family:Calibri, sans-serif;"The compensation increases based on years of experience and ranges from $23.80 #8211; $38.08 per hour and increases based on years of experience./span/span/span/span/lili style="margin-left:8px;"span style="font-size:12pt;"span style="font-family:'Times New Roman', serif;"span style="font-size:11pt;"span style="font-family:Calibri, sans-serif;"BHCHP full time employees are eligible for our competitive time off program, health, dental and vision insurance, 403B retirement savings plan,#160;pre-tax MBTA pass program with 40% discount, additional compensation for demonstrated bilingual proficiency and more.#160; Benefits are prorated for part-time employees./span/span/span/span/li/ul#160;p/p