Respite Administrative Assistant

Who We Are:
Since 1985, BHCHP’s mission has been to ensure unconditionally equitable and dignified access to the highest quality health care for all individuals and families experiencing homelessness in greater Boston. Over 10,000 homeless individuals are cared for by Boston Health Care for the Homeless Program each year. We are committed to ensuring that every one of these individuals has access to comprehensive health care, from preventative dental care to cancer treatment. Our clinicians, case managers, and behavioral health professionals work in more than 30 locations to serve some of our community’s most vulnerable—and most resilient—citizens.

From our earliest days as a program, we have always sought to do work that is transformational: recognizing our shared humanity; centering dignity, compassion, mutual respect and supporting the right of every individual to access the highest levels of health care and every staff member to reach their fullest potential. We continue to be committed to building bridges and breaking down barriers, including systemic racism which harms us all. We provide community-based health care services that are compassionate, dignified, and culturally appropriate, incorporating social determinants of health, with the goal of breaking down the physical and systemic barriers that our patients face.

Job Summary:
Hours: Full time; 40 hours per week, Monday – Friday, 8:00am - 4:30pm
Union: Yes
Union Name: 1199SEIU
Patient Facing: Yes

This position will provide direct administrative and operational support to the Respite Medical Director, Respite Associate Medical Director, and the Respite Executive Director. This position will also support special projects and data reports for the Respite Behavioral Health Director and Respite Nursing Leadership. Key functions include providing first-hand support to the directors with meeting and/or conference coordination, managing operational calendars and provider clinical schedules, organizing special projects, assisting with organization of onboarding and training of clinical new hires. Other responsibilities may include but are not limited to delegating administrative tasks essential to management of clinical staffing, maintaining medical respite administrative files, policies and administrative procedures, attending and setting agendas in addition to preparing minutes for regular medical respite committee meetings, and supporting the directors in their daily work and organizational responsibilities. It is expected that this position will have direct patient interaction on a regular basis.

Responsibilities:

• Organizes medical respite program data for reports and presentations; implements and maintains databases requested by senior medical respite administrators; designs forms and other operational and promotional materials used by all departments at the medical respite program.
• Centralizes and organizes medical respite, and as needed, program-wide committees such as (but not limited to) Emergency Preparedness and Safety Taskforce (EPSTF), Pharmacy and Therapeutics, Clinical Care and Safety and Risk Committees; maintains and updates public folders with appropriate documents, including meeting minutes; acts as the support staff to EPSTF and manages the MSDS binders in the building for OSHA compliance; assists in documentation/correspondence preparation including Department of Public Health Reports.
• Collaborates with managers as needed to ensure the smooth planning of operations and events; supports event planning at the McInnis House, planning, scheduling, and ensuring that all managers collaborate and are informed and that events are organized.
• Organizes and maintains filing systems for the Medical Director, Associate Medical Director and the Executive Director of Medical Respite including but not limited to, confidential administrative files and policies and procedures as needed; arranges meetings and maintains calendars for conference rooms, Medical Director, Executive Director of Respite, and other senior respite managers as assigned.
• Coordinates schedules for Medical Respite clinicians and ensures appropriate coverage at all times; assists the Medical Director and Associate Medical Director in the accuracy of provider timesheets on ADP and manages provider time-off requests, as well as ensures yearly provider coverage and ensures coverage for clinician absences.
• Answers calls, texts, and emails in a professional manner, including taking and delivering messages in a timely manner; ensures proper and timely distribution of all incoming and outgoing mail for the Barbara McInnis House; maintains inventories of supplies as needed.
• Collaborates with the Manager of Volunteer Services to facilitate coordination of volunteer projects at the Barbara McInnis House; oversees Petty Cash for Barbara McInnis House administration; manages patients’ belongings and valuables.
• Supports the Executive Director of Medical Respite in covering the role of the Director of Respite Support Services when she/he is out of the office; covers evening shifts for secretaries, when needed.
• Assists in documentation/correspondence preparation including Department of Public Health Reports; designs forms and other operational and promotional materials used by all departments at the medical respite program.
• Ensures proper and timely distribution of all incoming and outgoing mail for the Barbara McInnis House.
• Supports and participate in patient surveys, supports the Consumer Advisory Board (CAB) in special projects intended for respite patients; supports the Respite Leadership Team in alerting patients of upcoming events/meetings.
• Organizes and oversees the weekly Patient Store Run; coordinates the weekly Patient Orientation meetings for the Executive Director of Medical Respite and the Behavioral Health team.
• Other duties as assigned.

Qualifications:

• 2- 5 years of office administration experience required, with demonstrated knowledge of office procedures; college education preferred.
• Demonstrated Proficiency in Windows, Microsoft Office (Word, Excel, Outlook & PowerPoint, etc.).
• High level of organizational and communication skills in addition to critical thinking and problem-solving skills.
• Ability to: work independently and as part of a team; be responsive, communicate clearly and effectively, and engage appropriately with other staff including clinicians and support staff; work positively with diverse work styles and groups of people while demonstrating a professional, positive attitude; work gracefully in high stress/pressure situations.
• Ability to be flexible and willing to adapt to the changing needs of the Medical Director, Associate Medical Director and/or Executive Director.

Compensation and Benefits:

• The compensation increases based on years of experience and ranges from $23.80 – $38.08 per hour and increases based on years of experience.
• BHCHP full time employees are eligible for our competitive time off program, health, dental and vision insurance, 403B retirement savings plan, pre-tax MBTA pass program with 40% discount, additional compensation for demonstrated bilingual proficiency and more. Benefits are prorated for part-time employees.

Does this amazing opportunity interest you? Then we'd love to hear from you.

As an equal opportunity employer, Boston Health Care for the Homeless Program is committed to providing employment opportunities to all qualified individuals and does not discriminate on the basis of race, color, ethnicity, religion, sex, gender, gender identity and expression, sexual orientation, national origin, disability, age, marital status, veteran status, pregnancy, parental status, genetic information or characteristics, or any other basis prohibited by applicable law.

Covid-19 Vaccination: Proof of Covid-19 vaccination(s) is optional for employment. Candidates who are offered employment will be given details about how to demonstrate receipt of vaccination if they choose to.

Please Note: Employment at Boston Health Care for the Homeless is at-will. Boston Health Care for the Homeless does not sponsor work authorization visas.