Administrative Assistant

Description

Nexus Family Healing is looking to hire an Administrative Assistant to join our newest Youth Psychiatric Residential Treatment facility set to open this summer in Eugene, Oregon! our residential location in Portland, Oregon!

Nexus Family Healing is expanding to Eugene, Oregon, with the opening of a new 14-bed psychiatric residential treatment facility (PRTF) set to open this summer! This location is in partnership with the Oregon Health Authority Behavioral Health Division and will serve justice-involved youth ages 12 – 17, experiencing acute emotional concerns, and serious and persistent mental illness.

At Nexus Family Healing, we embrace diversity, promote equity, and foster inclusion. As a national mental health organization, we serve a diverse group of youth and families, and we strive for our workforce to support and represent that diversity.

Schedule and Pay:

• Full-time onsite opportunity
• Location: 2675 Martin Luther King Jr Blv, Eugene
• $25-$30 an hour!

Nexus’ Comprehensive Benefits Include:

• Four weeks paid time off (PTO) in the first year of employment
• Multiple options for health insurance coverage
• No-cost life insurance
• Short/long-term disability insurance
• 401k match
• NEW – Talkspace Therapy Benefit for the whole family
• NEW – Hinge Health Benefit for the whole family
• NEW – Carrot Fertility Benefit
• Tuition assistance and training opportunities
• Advancement pathways and internal promotion
• And much more!

Position Summary: Our Administrative Assistant provides clerical, reception, administrative, and guest relations support within the assigned Nexus Family Healing agency. Each position will perform a variety of administrative and support functions for one or more program areas and will serve as the first point of contact for Nexus Family Healing clients and families who visit the respective Agency.

Responsibilities:

Administrative & Clerical Support

• 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 the 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 the 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 and packages throughout the agency, and prepares outgoing mail each day and transports mail to the post office as needed.

Program Operational Administration

• 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 programs and agency committees.
• Maintains client treatment dates and paperwork, ensuring documentation is completed and safely stored (as applicable).

Client & Guest Relations

• 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 the 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.

Agency Policy, Procedure & Confidentiality

• 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.

Requirements

Required Education and Licensure:

• High School Diploma
• 1 year of experience providing administrative, office, or clerical support to one functional area.
• Valid driver’s license required. Must meet state regulating agency and Home Office driving requirements

Work Environment:

This job operates in a professional office environment. Therefore, this role routinely uses standard office equipment such as desktop and/or laptop computers, photocopiers, and smartphones.

At Nexus Family Healing, our voices and actions are focused on recognizing, affirming and respecting people of every race, ethnic background, socio-economic status, sexual orientation, gender expression and faith.

Our ICARE Values:

• Innovation: Leading the way and implementing creative, cutting-edge ideas and approaches
• Compassion: Listening, honoring differences, and showing respect, kindness, empathy care, and concern
• Agility: Exhibiting flexibility and adapting quickly
• Responsiveness: Being quick, positive, and accurate
• Excellence: Demonstrating quality results that surpass ordinary standards

APPLY TODAY TO BE CONTACTED BY OUR RECRUITING TEAM! When you work at Nexus, you have the opportunity to change lives — including your own!