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Nexus Family Healing · 1 day ago

Administrative Assistant

Austin, MN

Full-time

Onsite

New Grad, Entry Level

$18/hr - $20/hr

0+ years exp

Nexus Family Healing is a national nonprofit network of mental health agencies with over 50 years of restoring hope for thousands of children and families. They are seeking an Administrative Assistant to provide clerical, reception, and administrative support within their agency, ensuring exceptional client service and maintaining confidential client files.

Health CareNursing and Residential CarePersonal HealthService Industry

Responsibilities

Performs daily administrative functions and general office duties including word document creation, editing, saving files, copying, faxing, and responding to internal and external email communications

Maintains confidential client files by opening new client files and closing files at time of maturity

Types, formats, edits, revises, proofreads, and processes a variety of documents, forms, reports, memos, agendas, meeting minutes and reports for the assigned agency or program(s)

Ensures agency informational and promotional materials are available, accessible, and used, in an effort to promote the program to all who visit; proactively orders and stocks new materials as applicable by agency

Drafts, edits, and cascades various agency communications to employees and leadership; maintains a calendar of communications to be sent and deploys weekly and monthly communications as needed

Assesses leadership schedules and sends calendar invites for staff and leadership meetings

Maintains office equipment and program supplies; identifies agency and program items needed and carries out online purchases that may include office supplies, snacks, etc. within a specified budget

Receives and signs for incoming mail and packages; distributes mail, packages throughout the agency, and prepares outgoing mail each day and transports mail to the post office as needed

Initiates pre-established reports for one or more departments; formats reports according to program specifications, enters data into spreadsheets and sends reports to intended recipients

Schedules client and family appointments with providers and sends out appointment confirmations; prepares and delivers information and documentation to providers leading up to and after client appointments

Supports the agency by tracking and maintaining client information as applicable

Attends and participates in various program and agency committees

Maintains client treatment dates and paperwork ensuring documentation is completed and safely stored (as applicable)

Provides consistent exceptional client service by greeting and communicating with clients in a pleasant, respectful and receptive manner that emulates Nexus’ ICARE values

Responds to client inquiries and questions relating to the agency, program, and registration process; assists clients with documentation and information required for client registration and discharge

Assists clients with sign in and registration process and ensures client intake paperwork (as applicable) is completed and recorded in the client’s electronic file as directed by program leadership or as applicable

Greets clients and families upon entering the agency; asks facilitative questions to determine how to best serve the client and ensure they are connected to the appropriate care professional

Attends staff meetings and required training sessions required by Nexus; understands and supports the Nexus philosophy, Mission, and treatment modalities

Ensures the confidentiality and integrity of Nexus Family Healing information, including client and family confidentiality, staff information, case reviews if applicable, and client recommendations

Understands and adheres to all Nexus Family Healing policies and procedures