FDDP Administrative Assistant

JOB SUMMARY

The Administrative Assistant provides administrative, clerical, and operational support to the FDDP Behavioral Health Program. Under the direction of the AVP and Program Coordinator, this position performs a variety of office support and secretarial duties, including preparing reports, coordinating meetings, maintaining program and client records, processing documentation, answering telephone calls, and supporting the daily administrative operations of the department. The Administrative Assistant exercises sound judgment, maintains confidentiality, and ensures administrative tasks are completed accurately and in a timely manner.

JOB DUTIES

Performs a wide variety of typing and administrative assignments, some of which are confidential in nature. Utilizes a personal computer to enter data and to draft, edit, revise, and prepare correspondence, reports, spreadsheets, charts, presentations, and other documents. Proofreads materials for accuracy, completeness, and clarity.
Completes weekly, monthly, and quarterly program reports for state funders in accordance with established deadlines.
Attends all required FDDP meetings, conference calls, and training sessions.
Coordinates and schedules in-person meetings with affiliated hospitals and the HRDI FDDP team.
Completes CEON forms and other required program documentation accurately and in a timely manner.
Processes client documentation in Avatar, including opening CST episodes for referred FDDP clients following discharge.
Tracks and administers weekly client allowances, reconciles monthly program funds with the Finance Department, and prepares related financial reports.
Updates client diagnosis information in Avatar.
Uploads assessments from AssessmentPro and other supporting documentation into the appropriate electronic systems.
Processes referral emails to ACT, CST, and Adult Mental Health (AMH) programs in accordance with established protocols.
Greets and directs visitors, resolves routine administrative issues, and responds to inquiries regarding departmental activities and operations.
Answers, screens, and routes incoming telephone calls and maintains communication logs as required.
Plans, prioritizes, and completes assigned administrative tasks to ensure deadlines are met.
Sorts, screens, and distributes incoming and outgoing mail and other departmental correspondence.
Provides administrative support to the Clinical Director and Program Supervisor by assisting with special projects and departmental initiatives.
Serves as a liaison between clients, building maintenance, and program staff while supporting office operations and maintaining a safe work environment.
Answers multi-line telephone systems and performs general receptionist duties as assigned.
Performs other related duties as assigned.

QUALIFICATIONS

High school diploma or GED required; an associate degree in Business Administration, Office Administration, or a related field is preferred.
Minimum of two (2) years of administrative, clerical, or office support experience required, preferably in a healthcare, behavioral health, or human services setting.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, is required. Ability to type a minimum of 40–45 words per minute.
Excellent verbal, written, and interpersonal communication skills with strong organizational, time management, and multitasking abilities.
Ability to maintain confidentiality and exercise discretion when handling sensitive and protected information. Strong attention to detail and accuracy in data entry, documentation, and recordkeeping.
Experience working with electronic health records (EHRs), such as Avatar, and electronic documentation systems is preferred.
Valid Illinois driver's license required.
Ability to work independently while collaborating effectively with multidisciplinary teams.
Ability to perform the essential functions of the position with or without reasonable accommodation.

WORKING CONDITIONS

The unavoidable, externally imposed conditions under which the work must be performed, and which create hardship for the incumbent including the frequency and duration of occurrence of physical demands, environmental conditions, demands on one’s senses, and mental demands.) None known.

PHYSICAL REQUIREMENTS

Prolonged periods of sitting while performing administrative duties.
Frequent use of a computer, keyboard, telephone, copier, scanner, and other office equipment.
Ability to communicate effectively in person, over the telephone, and electronically.
Occasionally stand, walk, bend, reach, and stoop while performing office duties.
Ability to lift and carry up to 20 pounds.
Ability to travel between Friend Health/HRDI locations, affiliated hospitals, and community partners as needed.
Ability to perform the essential functions of the position with or without reasonable accommodation.

EMPLOYMENT CONDITIONS

This job description is to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee’s ability to perform the duties as described. This job description is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned as deemed appropriate commensurate to the position. This document does not represent a contract of employment, and Friend Health - HRDI reserves the right to change this job description and /or assign tasks deemed as needed.

COMPENSATION & BENEFITS

Salary: $46,500

Medical, Dental, and Vision Insurance
Paid Time Off (PTO) & Paid Holidays
Life Insurance & Disability Coverage
Tuition Reimbursement & Professional Development Opportunities
Wellness Programs & Employee Assistance Programs (EAP)

Equal Employment Opportunity (EEO) Statement

Friend Health – HRDI is an equal opportunity employer. We consider all applicants for employment without regard to race, religion, color, age, sex, national origin, citizenship, ancestry, marital or parental status, sexual orientation including gender identity, gender expression, military discharge status, physical or mental disability, or any other status or characteristic protected by law. In addition, Friend Health – HRDI provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local laws (including during the application or hiring process). Friend Health - HRDI supports the Pay Transparency Law as an equal opportunity employer.

Join our Team!

Friend Health is seeking a detail-oriented and organized Administrative Assistant to support our FDDP Behavioral Health Program. In this role, you'll play an essential part in ensuring the efficient day-to-day operations of the program by providing administrative support, coordinating documentation, preparing reports, and assisting staff and clients. If you enjoy working in a collaborative, mission-driven environment where your organizational skills make a difference, we encourage you to apply.