Administrative Assistant at Hope Network in Kalamazoo, MI

Job description

• Administrative Assistant | Grand Rapids, MI | Part Time
• Make a real impact—support a team that helps people build independence while building a career you’re proud of.
• The Administrative Assistant plays an important role in supporting the complex administrative and operational needs of Hope Network Neuro Rehabilitation (HNNR) programs and leadership. This position helps keep day-to-day operations running smoothly by coordinating schedules, maintaining records, supporting patients and families, managing administrative systems, and providing professional communication and customer service. The Administrative Assistant works closely with leaders, clinicians, staff, patients, families, and external partners while handling sensitive information with professionalism and discretion.

Responsibilities

• Provide comprehensive administrative support to HNNR programs, leadership, and assigned staff members.
• Manage complex and active patient and staff calendars, including scheduling, coordination, and follow-up.
• Complete expense reports, prepare confidential correspondence, and manage administrative systems that support daily program operations.
• Maintain patient records within electronic medical record (EMR) systems while following HIPAA, confidentiality, and Hope Network policies.
• Verify patient insurance, contact information, authorizations, and copay information before intake and at defined intervals.
• Support patient and family communication by returning phone calls and responding to questions and requests in a timely, professional manner.
• Provide reception support by greeting patients and visitors, answering phones, and responding to inquiries from patients, families, staff, and other stakeholders.
• Schedule patient appointments with appropriate clinicians and coordinate clinician schedules.
• Provide appointment reminders and help facilitate patient flow by communicating arrivals, delays, and schedule changes with patients and clinical staff.
• Initiate, maintain, and discharge patient records using internal and external EMR systems.
• Process releases of patient information in accordance with Hope Network policies and procedures and document disclosures appropriately.
• Research, prioritize, organize, and follow up on incoming issues and concerns, including sensitive or confidential matters.
• Serve as a communication bridge between internal departments and help foster strong working relationships across Hope Network.
• Manage special projects and administrative initiatives for assigned programs and leaders, including projects that may have organization-wide impact.
• Prioritize competing needs and follow through on projects and responsibilities, often while working under deadline pressure.
• Assist with or coordinate meetings, events, and other activities for leadership and assigned programs.
• Maintain clean, organized front office, reception, and conference room areas and submit maintenance requests as needed.
• Monitor office supplies and toner inventory and coordinate replenishment.
• Serve as an IT liaison by helping troubleshoot telephone, computer, printer, copier, audiovisual, and other office equipment issues.
• Complete and distribute intake and admission forms and obtain required identification, insurance, legal, and other documentation.
• Support quarterly Case Record Review processes and maintain HNNR asset inventory through Asset Panda, as applicable.
• Communicate professionally with physicians, rehabilitation nurses, families, service providers, and other external partners.
• Help address quality concerns raised by patients, families, and outside professionals in collaboration with program administration.
• Track required medical and record documentation and notify professional staff of outstanding requirements.
• Monitor patient records to ensure releases, physician orders/scripts, and required documentation remain current and meet applicable accreditation standards.
• Maintain regular and predictable attendance as an essential requirement of the position.
• Perform other duties as assigned.

Requirements

• Bachelor’s degree required, or a combination of education and demonstrated relevant experience.
• Strong organizational skills with the ability to manage and prioritize multiple responsibilities while maintaining attention to detail.
• Strong interpersonal skills and the ability to build positive relationships with employees, leaders, patients, families, external partners, and other stakeholders.
• Ability to independently manage projects from conception through completion.
• Experience supporting leadership-level staff, preferably within a nonprofit organization.

Skills

Required

• Strong organizational skills
• Attention to detail
• Strong interpersonal skills
• Ability to build positive relationships

Benefits

• Competitive pay
• Medical, dental & vision insurance
• Virtual Concierge Medical Services
• 403(b) retirement with company match
• Generous Paid Time Off
• Paid training + career growth opportunities
• Tuition reimbursement and scholarship opportunities
• Employee Assistance Program