Description:
The Administrative Support is responsible for receiving and properly routing all phone calls and guests during operating hours; effectively assisting the administrative team in daily, weekly and monthly activities, and working closely with all departments to ensure timely response to client needs in the office.
ESSENTIAL RESPONSIBILITIES:
Greet all internal and external clients with a professional and pleasant demeanor
Answer all calls within two rings, professionally and pleasantly with welcoming tone; properly route calls to correct department, including the name and affiliation for reference
Gather and route voice messages daily from the general mailbox Keep front office area free from clutter, removing outdated sign in/confidentiality sheets, and guest water stocked; keep stock of brochures available to prepare and mail out as needed
Perform daily office tasks, including but not limited to checking faxes hourly, uploading and distributing to appropriate party; post office pick up and distribution; collecting and taking mail to post office from clients and sending out any mailings from support teams
Prepare for any guests or new employees on campus; creating welcome signs, name tags, and gathering materials as needed
Maintaining records in database and assisting the admissions team with online form submissions
Provide administrative support to the Business Development team, including but not limited to assisting with preparation of conference materials, booking conferences including travel arrangements, maintaining the conference schedule, planning company participation at conferences, including packing and shipping of exhibition materials, and coordination with conference organizers
Assist as needed in conducting research, preparing reports, handling information requests, and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings; receive and evaluate incoming phone calls, memos, submissions, and reports to determine their significance and plan their distribution
Partner with all team members to foster an environment based on the company ANCHOR Values: Authenticity, Nurturing, Courageous, Humble, Open, and Resilient; become a “culture keeper” for the organization; prioritize upholding and protecting a healthy and accepting environment
Actively provide the highest level of customer service to our clients; continuously strive to improve upon our service, and commitment to a superior customer experience as a whole
Actively participate in the strategic execution of the Company’s Vision and Strategic Plan as requested
Actively participate both in obtaining and maintaining Commission on Accreditation of Rehabilitation Facilities (CARF) accreditation by timely assistance with all requests, training and adhering to Policies and Procedures
Exhibit a comprehensive understanding of healthcare regulatory and compliance policy (e.
g.
, HIPAA, CARF, etc.
).
Knowledge of and adherence to Company policies and procedures, as well as applicable federal / state / local laws and regulations.
Maintain complete confidentiality in all client/program matters, in accordance with Onsite policy
Regular and reliable attendance
Perform other duties as assigned
Requirements:
Education and/or Experience:
High school education with college level training preferred; 1 year of experience preferred as receptionist, call center representative or similar administrative role; Ability to prioritize tasks and incoming calls required; Pleasant and professional phone voice required;
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