"Adolescent PHP Administrative Assistant"

The Department of Psychiatry is seeking a qualified Administrative Assistant Intermediate to provide administrative and operations support to clinicians and staff in the Adolescent Partial Hospital Program (PHP) clinic, a new clinical program opened in the Summer of 2025.

Candidates for this position must have the knowledge, skills, abilities, and experience needed to provide highly responsible and effective administrative and clerical support in an academic clinical setting. Key skills include accuracy and attention to detail, the ability to problem-solve, consistent and effective follow-through on all matters, high-quality written and oral communication skills, excellent customer service and the ability to handle sensitive matters in a discreet manner. The successful candidate will be working in a fast-paced environment with ever-changing priorities and must be mission-driven, adaptable, able to work under pressure to meet deadlines, and able to develop relationships with faculty and staff from within and outside of the department to support a collaborative environment. Candidates must possess a strong degree of commitment and capacity in customer service skills and display professional acumen and conduct at all times.

This role will report to the Child Psychiatry Administrative Manager as a member of the Adolescent PHP administrative team. The position will also receive informal direction from the Adolescent PHP co-Medical Directors, support the clinical staff in facilitating smooth clinical operations, and will play an integral and highly visible role in the clinic.

The below statements are intended to describe the general nature and level of work to be performed and are not an exhaustive list of all associated responsibilities.

• Greet patients and families, answer phones, and serve as a front-line contact for internal and external customers
• Arrive patients and perform check-in, check-out, and appointment scheduling functions
• Serve as an administrative resource for Adolescent PHP faculty and other administrative staff
• Monitor/process information received through the fax server, MiChart work queues, staff/physician in-baskets and other electronic systems
• Assemble new patient packets and completion of required paperwork, and provision of Recipient Rights information to all new patients
• Image documents, update MiChart in basket/referral notes, prior auth requests
• Support charge capture and revenue cycle processes by assisting in technical billing and encounter reconciliation
• Coordinate ordering and provision of patient snacks and meal service
• Build and maintain clinic schedules
• Provide complex calendar management, administrative, and project support to the Child Psychiatry Administrative Manager
• Perform general office duties which include mail distribution, outgoing mail preparation, photocopying, scanning, general cleaning, maintenance of office equipment, and stocking office and medical supplies
• Support facilities initiatives, key requests, and coordination of space moves for clinic faculty and staff
• Supports regulatory compliance by coordinating with the interdisciplinary team to ensure that Joint Commission, CMS, and other state/federal standards are maintained
• Manage the regular collection and distribution of patient satisfaction surveys to vendor
• Serve as the Safety Liaison for Adolescent PHP clinic
• Exercise discretion and appropriate judgment regarding sensitive and/or confidential matters and appropriately prioritize complicated and challenging schedules
• Provide cross-coverage for other Psychiatry hospital services administrative staff as needed
• Other duties as assigned

Required Qualifications:

• High school education or equivalent
• 3 or more years' experience in an administrative office or patient care operations setting
• Strong customer service skills
• Demonstrated advanced proficiency in Microsoft Office applications (Word, PowerPoint, Excel, Outlook)
• Proven analytical skills and follow-through, along with attention to detail; a high degree of creativity, initiative, resourcefulness, and the ability to anticipate needs
• Excellent problem solving and decision-making skills
• Ability to prioritize work with concurrent deadlines and operate in a fast-paced, proactive customer service environment
• Capability to establish priorities and function as an integral part of a highly productive team
• Strong oral and written communication skills as well as organizational skills; the ability to write clearly and concisely for various mediums, including demonstrated knowledge of proper grammar and punctuation usage
• Skill to build positive and productive relationships with individuals at various professional levels (faculty, staff, trainees, etc.)
• Knowledge of administrative/office procedures with a flexible can-do attitude and ability to work independently or as part of a team
• Ability to perform highly responsible, administrative duties using independent judgment and professionalism

Desired Qualifications:

• Bachelor's degree
• Basic understanding and knowledge of hospital operations
• Solid understanding of university policies and procedures strongly desired
• Experience with University systems, such as ePro, MiChart, etc.
• Strong interpersonal skills along with excellent oral and written communication
• Proficient computer skills including solid working knowledge of Microsoft Suite, with an especially high proficiency in Outlook calendaring, Excel, and Zoom

40-hours per week, 8:00AM-5:00PM Monday-Friday. Some flexibility in hours or telecommuting may be granted to accommodate work-life balance, and is at the discretion of the manager.