Administrative Support Specialist
2 weeks ago
Position Overview:
The Administrative Support Specialist will deliver essential clerical and organizational assistance to the Outreach teams within the organization. This role is pivotal in managing communication channels and documentation processes between clinical teams and administrative functions, ensuring adherence to compliance standards while fostering a professional and efficient working environment.
Key Responsibilities:
- Offer clerical and administrative assistance to clinical teams, including reminders for documentation, productivity reporting, distribution of medication information, calendar upkeep, and faxing duties.
- Support Team Leaders in operational tasks, such as attending team meetings, maintaining contact directories, creating budgets, and completing necessary tracking forms and logs.
- Facilitate the retrieval and organization of updates and follow-ups during daily team meetings, including maintaining a daily log to track client updates for ACT teams.
- Assist in the management of team operations, including supply oversight, mail distribution, petty cash handling, and food procurement. Coordinate with other departments to meet team requirements.
- Support medication reconciliation processes, maintain updated medication records, and adjust systems accordingly upon receiving medication change notifications. Aid in the controlled substance management process, ensuring compliance with sign-in/sign-out policies.
- Provide on-site assistance to staff and cover reception duties as necessary.
- Ensure that client documentation is accurately received and scanned into the designated systems.
- Assist with the submission of case registrations for clients in Illinois.
- Engage actively in daily group discussions with assigned teams to address inquiries related to scheduling, medications, and client contact details.
- Assign deadlines to team members for IM+CANs and LOCUS completion.
- Support teams in monitoring client medical appointments and ensuring follow-up with healthcare providers, including psychiatry, primary care, and specialists.
- Complete various tracking forms, such as housing and emergency room tracking, for the supported teams.
- Assist in planning recognition events and employee appreciation initiatives.
- Represent Trilogy in a professional manner, effectively communicating potential organizational concerns to relevant parties.
- Perform additional related duties and participate in committees or workgroups as assigned.
Qualifications:
- Proven experience in an administrative, clerical, or site management role.
- Comprehensive knowledge of Microsoft Office applications (Outlook, Teams, Word, Excel, etc.), report generation, and database management tools.
- Exceptional customer service and organizational abilities.
- Strong communication skills to ensure thorough information dissemination among teams, departments, and supervisors.
- Ability to demonstrate flexibility and adaptability in diverse situations.
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