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Administrative Aide (3324)
Northern Illinois University
The School of Allied Health and Communicative Disorders (AHCD) is the home to four degree programs and three fee-for-service clinics to provide students an enriched educational experience where they learn in both academic and clinic environments. The School is committed to educating tomorrow’s highly specialized caregivers in audiology, communicative disorders, physical therapy, and speech-language pathology.
The Administrative Aidemanages complex and varied responsibilities that provide administrative support and direct assistance to the director and units as a whole, as well as serving as a liaison to other parts of the institution and community. They must commit to promoting work and learning environments that foster creativity and innovation that are inclusive, equitable, and welcoming.
Essential Duties and Responsibilities
- Provides administrative support to the Director of Clinic Finance & Operations and the School as a whole.
- Provides strategic planning and implementation of policies and practices
- Ensures that university policies, procedures, and practices are properly followed and documented accurately.
- Monitors efficiency and implementation of needed adjustments to ensure that the daily operations of the clinic are successful.
- Monitors work flow; trains new staff; is responsible for training permanent, temporary, and backup coverage in all phases of reception work.
- Ensures that front-office staff are following practices and procedures properly e.g. collecting co-pay and balance due payments appropriately during client visits.
- Creates job aids and update job aids for staff, clinician, and student use
- Handles escalated issues such as addressing and adjusting necessary Explanation of Benefits (EOB) corrections as well as other issues.
- Sets of schedules to ensure all needed desk hours are covered during clinic operational hours.
- Evaluates staffing needs and establishes expectations for clinic staff. Communicates expectations with staff and the Director of Clinic Finance & Operations.
- Ensures that routine tasks are completed efficiently and accurately including answering phones, scheduling appointments for new and recurring patients, collecting copays, insurance verifications, preauthorization, prescriptions, journal transferring, and submitting claims.
- Ensures steady workflows and uninterrupted service in the clinics.
- Handles, processes, documents, and files invoices and billing payments as they flow through the clinic.
- Updates and maintains Physical Therapy (or other programs as needed) contract sites for student placements.
- Manages Absent Request System.
- Fills in for office staff during illness, vacations, daily breaks. Performs duties at the lower level of this series.
- Monitors supply ordering for AHCD and associated clinics following proper purchasing and procurement policies and regulations. Responsible for maintaining a satisfactory physical environment in the patient unit such as ensuring that equipment is properly placed.
- Maintains good departmental, school, college, and community relations with all individuals and groups who interact with AHCD and the associated clinics.
- Meets with AHCD Clinical Coordinators to review/update front office policies/procedures.
- Assists in possible changes in current operating procedures or suggests the development of new ones; keeps staff informed of any additions/deletions/changes in operating procedure/policies in the clinic.
- Attends informational meetings/seminars for further education on behalf of the associated clinics.
- Manages meetings for committees and group meetings including scheduling routine and non-routine meetings. This involves identifying availability and booking of meeting locations.
Reports and Analysis-5%
- Creates and presents reports associated with financials, credentialling, and accreditation.
- Completes credentialing paperwork requirements for new and continuing clinicians, faculty, and staff.
- Prepares drafts independently for correspondence, reports, postings, informational materials, and other items for various internal and external groups/individuals for the benefit of the School.
- Provides administrative support to meet greater College or University needs.
- Acts as a liaison to internal and external departments and stakeholders.
- Manages inventory needs for the School.
- Perform other duties as assigned.
Minimum Required Qualifications (Civil Service)
1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories of A or B:
A. college course work in business, finance, accounting or a related field:
- 60 semester hours or an Associate’s degree equals one (1) year (12 months)
- 90 semester hours equals two (2) years (24 months)
- 120 semester hours or a Bachelor’s degree equals three (3) years (36 months)
- Master’s degree or higher equals four (4) years (48 months)
B. progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles
Knowledge, Skills, and Abilities (KSAs) (Civil Service)
- Communicating with Supervisors, Peers, or Subordinates – Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
- Computer Skills – Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
- Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software
- Performing Administrative Activities – Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
- Obtaining Information – Observing, receiving, and otherwise obtaining information from all relevant sources.
- Establishing and Maintaining Interpersonal Relationships – Developing constructive and cooperative working relationships with others, and maintaining them over time.
- Communicating with Persons Outside Organization – Communicating with people outside the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
- Organizing, Planning, and Prioritizing Work – Developing specific goals and plans to prioritize, organize, and accomplish your work.
- Documenting/Recording Information – Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
- Identifying Objects, Actions, and Events – Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
- Written and Oral Comprehension – The ability to read and listen/understand information and ideas presented in writing or orally.
- Oral Expression – The ability to communicate information and ideas verbally so others will understand.
- Written Expression – The ability to communicate information and ideas in writing so others will understand.
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