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Cutchins Programs for Children & Family Health Office Administrative Assistant in Northampton, Massachusetts

NORTHAMPTON PLEASE SEE WEBSITE FOR FULL JOB DESCRIPTION The Health Office Administrative Assistant has dual responsibility to support the Health office on the Northampton Campus, and the Medication Administration Program, with some responsibility filing medical records for the Clinical Director. This position is responsible for coordinating Health Services for NCCF residents and assisting with nursing needs for students attending the New Directions School. Duties related to the nursing department include assisting with the daily operations of Health Services, supporting the on-site Psychiatrist and maintaining good working relationship with youth, guardians, staff, physicians, dental and other specialty service professionals. Additionally, the Administrative Assistant supports the RN Manager with the MAP-related needs of the campus. Essential Position Functions: Schedule health-related appointments for clients and coordinate medical, dental, specialty and any additional follow up appointments in collaboration management to coordinate with school, residential and vacation schedules. Print pre-populated HCP's and organizes documentation needed for appointments with nursing to provide to residential staff. Arrange and follow up with staff around transporting residents to and from appointments and obtaining the HCP's following appointments. Help organize and publish "Client Medical Appointment" calendar and follow up with guardians to keep medical appointments up to date and to obtain related documentation in the youth's medical records. Publish regular "Student Appointment Calendar" and distribute to house staff, clinicians and managers. Help organize and publish nursing schedule calendar. Maintain paper medical records and files within the health services office. Attend large team or management meetings to collaborate, as needed. Track and order supplies for health office. Maintain emergency folders in the house and school. Maintain and disseminate the list of clients, allergies, doctors, therapists. Assist the nursing team in tracking health-related trainings (e.g., CPR, First Aid, Epi Pen, Vital Signs, etc.). Filing medical/clinical records, as needed. Perform general clerical duties to include, but not limited to, copying, faxing, mailing and filing. Assists with COVID-related tasks as needed. Performs other duties as may be assigned. Minimum Requirements for the Position Education: Associate's in related field or higher License /Certification: MAP Certification, First Aid/CPR Certification, preferred Years and Type of Experience: 2-5 year's prior administrative experience in a health care environment, preferred Other Skills or Requirements: Excellent verbal and written communication skills. Excellent organizational skills; high attention to detail and accuracy. Must be a team player and demonstrate excellent interpersonal skills. High level of confidentiality; understanding and maintaining HIPAA requirements regarding medical confidentiality. Capacity to manage shifting priorities in a time sensitive environment. High flexibility, adaptability, team player, and enjoy working in a fast-paced environment. The ability to organize and prioritize workload. Ability to multi-task. Excellent computer skills, including Microsoft Office (including excel) and Adobe Pro. Able to efficiently identify and bring problems and concerns to supervisor's attention. Must be a self-starter and have good time management. Must have a valid driver's license. Equality Opportunity Employer EOE/M/F/D/V/SO