Staff Assistant II - Supervising Staff Assistant (Administrative)
Salary Range: $25.50-$36.80 hourly
Position Summary:
The Supervising Staff Assistant will lead Patient Engagement Contracted Program/s to achieve both individual and team enrollment goals. This role involves overseeing daily operations, providing coaching, and ensuring staff meet performance targets. The Supervisor will manage administrative duties, facilitate staff training and onboarding, and handle performance evaluations. Additionally, this role will respond to patient concerns/questions, manage schedules, and drive improvements in program efficiency.
Key Responsibilities:
- Supervision & Performance Management:
- Lead and support Patient Engagement contracted program/s in collaboration with the Program Manager.
- Enforce and track individual and team enrollment goals, ensuring they are met consistently.
- Review weekly enrollment performance data and provide feedback to team members to drive improvements.
- Conduct regular 1:1 meetings with staff to discuss performance, set goals, and address challenges.
- Provide coaching and mentorship to improve staff performance, morale, and skill development.
- Participate in disciplinary actions when necessary, ensuring adherence to program expectations.
- Fill in for the Program Manager during their absence and ensure team operations run smoothly.
- Administrative & Operational Oversight
- Manage team calendars, including ensuring all Requested Time Off (RTO) is properly tracked and displayed.
- Approve and monitor timecards, ensuring accurate attendance records for assigned staff.
- Organize and oversee team help desk tickets to resolve operational issues efficiently.
- Maintain and update team handbooks (OneNote), ensuring that all team policies and procedures are up to date.
- Send weekly reports, providing updates on team progress, challenges, and achievements.
- Participate in Champions leadership meetings to provide updates on the Patient Engagement contracted program/s and share best practices.
- Training & Onboarding:
- Facilitate the onboarding process for new staff members, including in-person training during the onboarding period.
- Continuously enhance onboarding materials to ensure new team members are well-prepared.
- Organize and deliver LAHP training sessions for DHS staff to enhance program knowledge and effectiveness.
- Program Improvement & Strategy:
- Collaborate with the Program Manager to refine and improve processes for enrollment and patient engagement.
- Develop and implement strategies to improve enrollment efficiency, targeting higher conversion rates.
- Assist with the recruitment and onboarding of staff for assigned programs, ensuring adequate staffing levels.
Patient Outreach:- Meet personal weekly enrollment goals while also supporting the team to achieve collective targets.
- Be available to take incoming patient calls and respond to patient messages (texts and emails) in a timely manner.
Qualifications & Skills:
• Proven experience in a supervisory or leadership role with a focus on meeting performance goals.
• Strong track record of meeting enrollment targets or similar performance metrics.
• Excellent communication and interpersonal skills, with the ability to coach and develop staff.
• Strong organizational and time management skills.
• Proficiency with scheduling tools, timecard systems, and OneNote for team documentation.
• Ability to adapt to changing priorities and lead through periods of growth or challenge.
• Experience in healthcare programs or patient engagement is preferred.
Education/Experience
• Bachelor's Degree required
• 2 years of experience in related field preferred
Certificates/Licenses/Clearances
• Successful passing of Live Scan
• Successful passing of Health Clearance
Other Skills, Knowledge, and Abilities
• Bilingual (preferred)
PHYSICAL DEMANDS
Stand: Frequently
Walk: Frequently
Sit: Frequently
Handling: Occasionally
Reach Outward: Occasionally
Reach Above Shoulder: Occasionally
Climb, Crawl, Kneel, Bend: Occasionally
Lift / Carry: Occasionally - Up to 30 lbs
Push/Pull: Occasionally - Up to 30 lbs
See: Constantly
Taste/ Smell: Not Applicable
Not Applicable = Not required for essential functions
Occasionally = (0 - 2 hrs/day)
Frequently = (2 - 5 hrs/day)
Constantly = (5+ hrs/day)
WORK ENVIRONMENT
General Office Setting, Indoors Temperature Controlled
EEOC STATEMENT
It is the policy of Heluna Health to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
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