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Emily Program

Office Coordinator, Woodbury

This job has now expired

Employer
Emily Program
Posted
Thursday, April 25, 2013
Closes
Saturday, May 25, 2013
Location
Woodbury, MN
Employment Status

Further information

Position Summary:

The Office Coordinator at The Emily Program supports the front-of-house operations and is the first-point-of-contact for support functions – ie. Operations, Facilities, Administrative Services, etc.

Duties Include:

Front Desk:

  • Greet clients in person and via phone and make them feel welcome at The Emily Program.
  • Consistently maintain and improve the appearance and feel of The Emily Program’s office for clients and staff members by:
    • Straightening magazines/books/newspapers in lobby
    • Dusting, cleaning, straightening lobby (e.g., fluff pillows, pick up trash)
    • Straightening/organizing group rooms throughout each day
    • Organizing/cleaning kitchens (supply cabinets, refrigerators, counters)
    • Making sure lights are on in all group rooms, kitchens, waiting areas
    • Making sure music is on in lobby
    • Cleaning refrigerators/throwing away food each Friday
  • Answer incoming calls, direct calls, and provide assistance to caller (directions, general information about programs, etc.) in a friendly, caring and helpful manner
  • Set up new clients in Next Gen and schedule their first appointments
  • Schedule, confirm, and cancel appointments for clients
  • Administer and score psychological testing
  • Various typing projects
  • Maintain inventory of office supplies and place orders
  • Maintain/organize office paperwork supplies (progress notes, brochures, educational articles)
  • Manage Accounts Receivable (co-pays, credit card payments)
  • Archive charts as necessary
  • Maintain communication with and provide direction to administrative assistant
  • Report questions, ideas, and concerns to supervisor
  • Attend all staff meetings
  • Various projects as assigned by supervisor and other staff members

Client Care:

  • Verify insurance benefits (for new clients and insurance changes)
  • Manage waitlist for Initial Assessments, Nutritional Counseling, other services
  • Help clients navigate through benefits, insurance questions, direct them on when appropriate
  • Send ROI/letters to outside providers, write up MD letters
  • Point of contact for TEP transferring clients – coordinating care

Other:

  • Technology assistance – Troubleshooting for office concerns/needs
  • Compliance checks (charting), additional support
  • Office training – support for clinicians for implementing TEP wide changes (Tech, Charting, Intake processes, testing, EHR, etc)
  • Office maintenance (Point of contact for arranging/scheduling, fix smaller concerns)
  • Monitor and maintain office supplies (office materials, kitchen, group items)

Experience & Education:

  • Bachelor’s degree preferred
  • 2+ years experience in an administrative support or customer service role required, preferably in an office setting with responsibility of answering incoming calls
  • Significant experience using Microsoft Office - Word, Excel, PowerPoint, Outlook. Ability to learn and adapt to internal software programs

Competencies:

  • Detail-oriented with excellent organizational skills and the ability to prioritize and work under pressure
  • Excellent written and verbal communication skills that allow successful interaction with all areas of the organization and with clients
  • Solid interpersonal skills with the demonstrated ability to develop and maintain productive relationships
  • Work independently and very proactively with minimal direction/supervision
  • Customer service focus; positive attitude, warm and caring demeanor
  • Strong attention to detail, follow-through, and commitment to quality
  • Flexibility and sensitivity to detail and deadlines in a multitasking environment
  • Demonstrate initiative (e.g., in starting tasks, asking questions, identifying and discussing problems, ability to structure own work, stay on task)
  • High level of enthusiasm and energy; professional
  • Demonstrates a "can-do" spirit, a sense of optimism, ownership, and commitment

Emily Program

Recognized as a StarTribune Top Workplace in 2012 and 2013