LOCATION: Remote - must live in or near Vaya’s catchment area. Incumbent in this role must live in North Carolina or within 40 miles of the NC border.
GENERAL STATEMENT OF JOB
This position provides program assistance and administrative support for the incumbent’s assigned Vaya department. This position will involve extensive work using many various digital health care management systems such as the Administrative Health Record(s) system, NCDHHS systems, and others to coordinate care of members, recipients, beneficiaries and to complete other necessary tasks related to the work of the incumbent’s assigned department.
In addition, the incumbent will also be involved in collecting and monitoring various forms of data, and interacting with members, providers, stakeholders, the general public, and other groups to provide information and other forms of assistance.
ESSENTIAL JOB FUNCTIONS
Department-specific Program Support:
- This position supports the Vice President, Directors, Managers, and Supervisors of their assigned Vaya department. Assistance may include, but is not limited to:
- Managing and facilitating inter-departmental needs
- Gathering information to support collaboration for cross-departmental needs for member care and provider support
- Sending and tracking information to ensure timely completion of assigned tasks and departmental deliverables
- Communicating across departments to ensure awareness of topics and issues, as needed
- Providing administrative support for departmental responsibilities tied to member and/or provider care
- Coordinating with outside venders and stakeholders
General Administrative Program Assistance:
- Supports the assigned Vaya department to provide for support for staff and coordinate care for members, recipients, and beneficiaries. This may be accomplished through various activities like, but not limited to:
- Assigning members to staff caseloads,
- Interfacing with stakeholders and providers for referrals to Vaya Health and its programs,
- Coordinating care for members/beneficiaries that are involved in the legal justice system (i.e., Outpatient Commitments, Multidisciplinary Evaluations, Forensic Evaluations, etc.),
- Providing administrative and clerical functions,
- Maintaining and organizing files and documents,
- Collecting data as requested to maintain, coordinate, and evaluate department functions,
- Scheduling, hosting, and participating in department-level meetings with internal and external stakeholders, and developing and distributing information/minutes as needed,
- Scheduling and coordinating travel for the assigned department’s leadership team and other staff, as needed,
- Interacting with members, stakeholders, providers, and the general public in providing information and addressing their questions and concerns,
- Distributing mail, monitoring fax and email accounts as needed,
- Initiating internal contracting process for the assigned department,
- Providing coverage for staff as requested,
- Providing coverage at a Vaya entrance with signing visitors in and escorting them as needed,
- Uploading documents into the Administrative Health Record(s),
- Adding members who are not in the Administrative Health Record(s)
- Examples of external stakeholders with whom the incumbent will interface include, but are not limited to:
- NC Department of Health & Human Services
- NC Department of Social Services (DSS)
- County DSS
- County Clerks of Court
- Adult Care Homes
- Property Owners
- Inpatient hospitals
- Alcohol and Drug Abuse Treatment Centers
Equipment and Supplies Oversight:
- This position is responsible for oversight and maintenance of equipment used by the assigned department, including the equipment and supplies inventory.
- Vaya uses a Purchase Order system and this position will assure that all purchase requisitions are completed prior to purchase and will submit Purchase Orders and Invoices according to internal policy.
- This position will act as Custodian for Petty Cash for teams as appropriate. All duties related to purchases and petty cash will be performed in accordance with internal policy.
Other duties as assigned:
Various different duties related to the needs of the incumbent’s assigned department
KNOWLEDGE, SKILL & ABILITIES
- Ability to complete tasks in a timely and accurate manner.
- Excellent time management skills and the ability to manage competing priorities.
- Ability to manage multiple projects and priorities in a fast-paced environment.
- Strong organizational skills with the ability to multi-task.
- Ability to work independently with little or no direction, demonstrate initiative, and function as a self- starter.
- Ability to adhere to strict confidentiality and privileged information requirements.
- Ability to communicate effectively and courteously in person and by phone.
- Thorough knowledge of standard office practices, procedures, equipment, and office assistance techniques, business English, grammar, and spelling.
- Ability to prepare effective correspondence, draft letters on routine matters and perform routine office management details without referral to supervisor.
- Possess extensive knowledge and proficiency in Microsoft Office products (Word, Excel, Outlook, PowerPoint, etc.). Must be proficient with Word, Excel and PowerPoint. Must be able to format and manipulate Excel documents for printing and presentation as well as Word and/or PowerPoint documents for distribution, printing and presentation.
- Ability to learn, interpret independently, and apply a variety of complex policies and procedures.
- Strong attention to detail, and precision and accuracy is required for all tasks.
QUALIFICATIONS & EDUCATION REQUIREMENTS
High school diploma or GED required. Associate degree preferred.
- Minimum of 2-4 years of experience in administrative assistant roles, including health care or behavioral health services and/or administration (public/government and/or private insurance/managed care) is required
MENTAL/PHYSICAL REQUIREMENTS
- Close visual acuity to perform activities such as preparation and analysis of documents; viewing a computer terminal; and extensive reading.
- Physical activity in this position includes crouching, reaching, walking, talking, hearing and repetitive motion of hands, wrists and fingers.
- Sedentary work with lifting requirements up to 10 pounds, sitting for extended periods of time.
- Mental concentration is required in all aspects of work.
RESIDENCY REQUIREMENT: This position is required to reside in North Carolina or within 40 miles of the North Carolina border.
SALARY: Depending on qualifications & experience of candidate. This position is non-exempt and is eligible for overtime compensation.
DEADLINE FOR APPLICATION: Open Until Filled
APPLY: Vaya Health accepts online applications in our Career Center, please visit https://www.vayahealth.com/about/careers/.
Vaya Health is an equal opportunity employer.
