Office Admin Assistant - Heritage Health Network

About Heritage Health Network:

Heritage Health Network (HHN) is a pioneering healthcare organization committed to enhancing the health and wellness of the most vulnerable populations in Riverside and San Bernardino counties. Focused on providing Enhanced Care Management (ECM) to Black and Brown Americans and individuals at risk of or living with limb loss, HHN delivers high-touch, person-centered services that bridge clinical care with essential social support.

Role Overview:

Heritage Health Network (HHN) seeks a proactive and organized Office Admin Assistant to provide comprehensive support to our leadership team, including the CEO. This role is pivotal in streamlining operations, enhancing communication, and ensuring the efficient management of schedules and administrative tasks. The Office Assistant plays a critical role in helping the team accomplish its goals. You will call physician offices and discuss our program and coordinate appointments for our leadership team.

Requirements

Key Responsibilities:

• Manage and organize calendars for the leadership team, ensuring optimal scheduling of
  
• meetings, appointments, and travel arrangements.
  
• Facilitate internal and external communications, acting as a point of contact among
  
• executives, employees, clients, and other external partners.
  
• Prepare and edit correspondence, communications, presentations, and other
  
• documents.
  
• File and retrieve documents and reference materials.
  
• Conduct research, and collect and analyze data to prepare reports and documents.
  
• Manage and maintain executives' schedules, appointments, and travel arrangements.
  
• Arrange and coordinate meetings and events.
  
• Record, transcribe, and distribute minutes of meetings.
  
• Monitor, screen, respond to, and distribute incoming communications.
  
• Receive and interact with incoming visitors; liaise with internal staff at all levels.
  
• Coordinate project-based work.
  
• Reach out to potential members and coordinate meetings with physician offices.
  
• Answer questions and coordinate referrals for members, ensuring they are connected
  
• with the appropriate services.
  

Qualifications:

• Proven experience as an Administrative Assistant, Executive Assistant, or in other secretarial positions.
  
• Full comprehension of office management systems and procedures.
  
• Excellent knowledge of MS Office.
  
• Tech-savy
  
• Excellent written and verbal communication skills.
  
• Proficiency in collaboration and delegation of duties.
  
• Exceptional multitasking and time management skills.
  
• High school diploma; qualification as an administrative assistant or secretary will be a plus.
  

Key Responsibilities: Community Liaison: Serve as a key connection between HHN and the community, enhancing access to healthcare services and resources. Outreach and Engagement: Conduct proactive outreach activities to raise health education and awareness within the community. Healthcare Navigation: Assist members in navigating the healthcare system, ensuring they understand their care plans and steps needed for recovery and well-being. Emotional and Social Support: Provide crucial emotional and social support to clients and their families, especially in hospital or home settings post-amputation. Gap Identification and Solutions: Collaborate with the ECM team to identify gaps in care and develop solutions to address these gaps. Resource Facilitation: Facilitate connections to community resources, including social, educational, and financial assistance programs. Caseload Management: Manage a caseload of 60-75 members, meeting them in the community or at their place of preference. Documentation: Accurately document the dates, time, and nature of services provided to members, integrating this information into the member’s medical record. Plan of Care Participation: Participate in the development of care plans in collaboration with the member’s care team and licensed providers. Qualifications: Lived Experience: Must have lived experience that aligns with and provides a connection to the members served. This can include experiences related to incarceration, military service, pregnancy and birth, disability, foster system placement, homelessness, mental health conditions, substance use, or being a survivor of domestic violence or exploitation. Cultural Competence: Shared race, ethnicity, sexual orientation, gender identity, language, or cultural background with the community served is highly valued. Passion for Service: Demonstrated passion for community service and healthcare, particularly focusing on vulnerable populations. Communication Skills: Exceptional communication and interpersonal skills, capable of engaging effectively with diverse groups. Organizational Skills: Strong organizational abilities, with the capacity to work independently and as part of a multidisciplinary team. Community Knowledge: In-depth knowledge of local community health needs, resources, and cultural nuances. Experience: Previous experience in community health work, social work, or a related field is preferred but not required. Bilingual Skills: Bilingual abilities are highly valued to better serve our diverse community. Mobility: Must be willing and able to travel within Riverside and San Bernardino counties for home visits and community engagement activities.