Administrative Assistant

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The Administrative Assistant at IABB plays a vital role in supporting the daily operations of the Trauma Recovery Center. This position involves a combination of administrative and clerical duties, with a strong emphasis on maintaining a welcoming and organized environment for both staff and clients. The Administrative Assistant will work closely with the Program Manager and the clinical team to ensure the efficient functioning of the trauma recovery center.

Key Responsibilities:

• Clients Records Management:

  • Create and maintain client files, ensuring that all necessary information is accurate and up-to-date.
  • Process and file clients intake forms, consent forms, and other documentation.
  • Protect clients confidentiality and adhere to HIPAA regulations when handling sensitive information.

• Billing and Insurance Support:

  • Collect and record client payments, issue receipts, and maintain accurate financial records.
  • Work closely with the Program Manager to address billing-related inquiries.

• Administrative Assistance:

  • Provide administrative support to the Program Manager and clinical staff.
  • Assist in preparing and formatting documents, reports, and presentations.
  • Manage and organize the recovery center's electronic and physical filing systems.

• Other Duties:

  • Assist in maintaining a safe and welcoming environment.
  • Participate in staff meetings and training sessions as required.
  • Perform other related duties as assigned by the Program Manager/CEO

• Qualifications:

  • High school diploma or equivalent required; associate's or bachelor's degree in a related field is a plus.
  • Previous administrative or receptionist experience, preferably in a healthcare or mental health setting.
  • Strong organizational skills with an attention to detail.
  • Excellent communication and interpersonal skills.
  • Proficiency in office software and electronic health record systems.
  • Knowledge of HIPAA regulations and commitment to patient confidentiality.
  • Compassionate and empathetic nature, especially when dealing with clients in distress.
  • Ability to handle multiple tasks and prioritize effectively.
  • Strong problem-solving skills and the ability to adapt to changing circumstances.
  • Maintaining a professional and compassionate demeanor at all times.