Administrative Assistant

Position Summary

Under the supervision of the Director of Administration, serves as key assistant for administrative functions and assists with audits, accreditations, agency and provider credentialing, correspondence, assigning tasks and monitoring task progress. This position also provides administrative support to the CEO, Board of Directors and other Executive Level staff as needed. Position Accountabilities I.

Essential Functions

Serves as a key assistant to the Director of Administration for administrative functions and the administrative portion of contract proposal composition and submission process. Coordinates the compiling of information and preparing documents for submittal of request for proposals (RFP) responses and other bids/contracts/agreements including State, Federal and Foundations, and Third-Party Insurers (both Agency and Professional Providers). Assists in the development and completion of proposal preparations for RFP, grant/or subcontracting/partnering opportunities with government and private sector sources.

Assists with the Quality Improvement and Outcomes Measures as needed for accreditation, licensure and contracts. Maintains contract files in electronic and hard copy formats. Keeps documents up to date according to contract specifications and requirements. Assists with the coordination of required training related to ADAD, CARF, AMHD and OHCA requirements. Maintains credentialing files for both organization and licensed professionals employed by Hina Mauka. Keeps documents up to date according to credentialing agency, contract, and insurance provider specifications and requirements. Maintains computer databases, agency insurance files, corporate legal documents and contract files.

Coordinates agency insurance requirements. Assists with preparation for fiscal, state, federal and accreditation audits. Processes applications for, changes to, reinstatement of, and cancellation of insurance policies. Duties include reviewing insurance applications to ensure that all questions have been answered, compiling data on insurance policy changes, tracking, insurance coverage data and verifying the accuracy of organizational insurance records. Acts as a liaison for the organization to insurance carriers. Coordinates the ordering of office, facility, medical supplies and maintains inventory of supplies.

Make travel arrangements for department supervisors when needed and maintain travel logs for record keeping purposes. Provides back up coverage during lunch/absences of Intake & Client Services Associate. Compiles data and minutes for Quality Improvement Plan, Performance Improvement Plan, Medical Reviews, and Incident Reporting. Assist and coordinates organization events to include Fundraising Events, Holiday/Staff events, Community and Recovery Events Coordinates with the IT Department for maintenance of administration office equipment. Assists the Director of Administration, Facilities Supervisor and Food Service Supervisor with…

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