Fallon Health

  • Administrative Assistant

    Location US-NY-Amherst, NY
    Posted Date 2 weeks ago(10/4/2018 2:11 PM)
    Job ID
    # Positions
  • Overview

    About Fallon Health Weinberg - PACE:

    Fallon Health Weinberg-PACE is a long-term care program for older adults who need a nursing-home level of care, but wish to stay living at home and in their community. We are a Program of All-inclusive Care for the Elderly (PACE), providing complete medical care and support services so you or your loved one can remain living safely at home

    All care is coordinated and provided by an interdisciplinary team specializing in geriatric care, who work with participants and their caregivers to create an individualized care plan.


    Position Summary:

    Provides Administrative Support to the Managed Long Term Care Plan of Fallon Health Weinberg. The Administrative Assistant works to ensure meetings are documented and team performance is tracked, reportable, and followed through. The Administrative Assistant works closely with the Program Director providing daily support and assistance. Additionally, the Administrative Assistant ensures smooth daily operations of the Department and works with Fallon Health staff to ensure the Department and Program needs are met.


    Job Duties:



    • Provides administrative support (calendar management, expense report submission, meeting facilitation, telephone and email message management, and other related supportive duties) for the program director.
    • Maintains files and records of confidential nature. Prepares /assist with monthly/quarterly reporting to NY state, on going survey requests from NY state.  Reporting needs of the plan and Fallon Health.
    • Supports and helps Clinical Leadership team in scheduling meetings, preparing for meetings, attending meetings, taking meeting minutes, distributing, and any other supportive requests to meet Program needs.
    • Facilitates agendas for, attends, prepares and distributes meeting minutes for various meetings including but not limited to: FHW Quality and Utilization Committee, FHW Clinical Team Monthly Meetings, and other meetings as requested ensuring a high level of attention to detail, accuracy, and confidentiality.
    •  Facilitates handouts for Program meetings, works with Team to ensure meeting room needs are met, orders and facilitates food as authorized and any other duties/tasks to ensure the meeting is effective and efficient.
    •  Organizes department group drive folders, placing meeting minutes in designated locations and working to ensure drive folders are organized, easy to find, and maintained. Maintains and organizes the SharePoint site specific to FHW to allow ease of use.
    • Assists with development of job aides, training materials, orientation documents to facilitate organizational efficiencies.
    • Monitors progress of new hire staff to include orientation, orientation schedule and works with management in the guidance of the new staff.
    • Maintains confidential HR information as required in order to remain compliant with health requirements.
    • Maintains provider information which includes documents, audits, survey and monitoring.
    • Maintains Department Phone Lists and email distribution lists for all Sites.
    •  Sends email communications to various groups utilizing the appropriate updated and maintained distribution list.
    •  Processes check requests for invoices received from vendors contracted to meet member needs from FHW.
    • Manages the Fallon Health ‘ticket’ process for I.T. requests/needs and Communication Team project requests for the FHW Team.
    • Independently handles a variety of ongoing tasks and assigned projects for the Program.
    • Performs administrative duties and assists the clinical team in administrative functions such as scanning incoming mail, scanning documents into the case management system, learning and implementing supportive processes such as authorization related data entry and other data entry into systems to help support team member workloads.
    • Partners with other Team members to help support the Program needs.
    • Has frequent contact with various members of the team requiring the ability to build relationships and a thorough knowledge of department policies, procedures and workflows.
    •  Generally establishes own work plan and priorities, using and/or modifying established procedures, to assure timely completion of assigned work in conformance with established departmental policies and standards; problems lacking clear precedent are usually reviewed with supervisor prior to taking action.











    High School Diploma, Associate Degree in Secretarial Science, Business Administration or equivalent experience.


    • 3-5 years administrative support experience supporting leadership staff; experience with maintaining highly confidential information such as salary information, working in an environment with a high level of attention to detail is required.
    • Experience within an insurance company a plus
    • Familiarity with NY Medicaid a plus 





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