Job description

Tristate Preventive Health Consultants (TPHC) is a fast-track company with a high energy team providing onsite services involving medical surveillance and wellness evaluations. We are seeking a meticulous, highly organized, personable Administrative Assistant like you to join our growing company! We are a highly respected occupational preventive health service provider serving fire departments, police departments, and municipalities in the tri-state area for over 15 years.

This role requires candidates to be located in the Greater Cincinnati (OH) region.

This role is part-time with flexible hours. Some pre-scheduled days/times will be required for on-site client project work. While much of the work requires being completed at our Sharonville, OH, office, other work hours can be completed remotely.

The ideal candidate for this role will:

· Enjoy direct contact by phone and in person with area fire departments and other First Responder clients

· Consistently provide excellent customer service both internally and externally

· Have strong interpersonal communication skills including speaking and writing in a clear, concise, articulate, and professional manner

· Interact confidently and effectively with a wide variety of people including TPHC management and staff, TPHC client representatives, , individual tested employees, TPHC client third-party vendors, etc.

· Be meticulously organized and on top of things

· Be pro-active in advanced planning

· Execute time-driven tasks using established checklists and well-defined processes

· Consistently follow-up so no detail is forgotten

· Know when to escalate issues to management

· Pivot with ease when a higher priority suddenly presents itself while still ensuring delivery of the existing date-driven work

· Oversee and partake in various marketing opportunities including organizing tradeshow participation, developing PowerPoint slide presentations, creating print ads and coordinating advertising placement, creating signage, writing and executing email and direct mail campaigns, etc.

· Write compelling job postings, post job openings on job boards, onboard new hires, etc.

· Always maintain strict confidentiality and understand the importance of privacy and discretion

· Work independently while being an integral part of a small, growing team that puts the needs of our clients first

Preferred but NOT REQUIRED

· Be certified in HIPPA or have knowledge of HIPPA

· Have prior experience interacting with fire departments, police departments, etc.

If you are a happy, personable, rule-follower who complies with policies and procedures and understands the importance of detailed accuracy and persistent follow-through, so everything runs smoothly day in and day out, and have a flair for effective marketing, then we want to speak with you!

In this role as Administrative Assistant - Sharonville, you will:

Coordinate multiple changing schedules

· Work with management to determine monthly schedule needs

· Create digital schedule with time slots

· Share schedule with appropriate stakeholders

· Work with management to ensure coverage/availability of staff

· Input shifts onto scheduling app

· Confirm staff hours with management and submit to payroll

Communicate with Internal and External Stakeholders Regarding Annual Physicals and Testing

· Dates of each project

· Various deadlines for annual testing

· Required follow-up activities

· Create and use checklists to ensure all required paperwork is in medical files and employee packets

· Communicate with fire department contact to give updates for scheduled projects, obtain employee rosters, etc.

· Create employee packets and deliver to each fire department representative in advance of the project

· Input employee information and needed tests into digital lab portal

· Print out lab results and file in each chart

· Complete accurate Daily Tracking Sheet at time of service and give to management for billing

· Be onsite to greet tested employees, collect paperwork, ensure accuracy, and organize chart for clinical staff

· Organize documents into specific folders for storage including authorization forms, documentation, questionnaires, consents, etc.

· Maintain billing tracking sheet, staff hours sheet, and submit reports to management

· File various papers and documents

· Organize files

· Follow and enforce HIPAA compliance at all times

· Coordinate schedules with each site location's representative and with TPHC staff

· Prepare all client employee charts

· Ensure all employees on the client roster have a chart

· Ensure proper clinical forms are inserted into charts

· Complete TPHC Encounter forms based on info captured on Client Protocol form

· Serve as point person during projects at check-In

· Greet client employees as they arrive for annual testing and physicals

· Ensure all documents are fully completed by each client employee and TPHC staff

· Ensure all documents are filed in client employee charts per the requirements

· Serve as point person for TPHC staff if questions are raised about services required for specific client employees

Post-Medical Monitoring Administrative Duties

· File paper testing and physical exam documents in corresponding client employee charts

· Maintain Daily Tracking Sheets for proof of service and billing purposes

· Write compelling job postings for various job positions

· Post openings on various job boards

· Coordinate the onboarding of new hires

· Assist with payroll reporting

- Assist with marketing efforts including coordination of various direct mail and email campaigns, organize and oversee company tradeshow/conference participation, update and maintain various client and targeted prospect lists (Excel), etc.

Various Administrative Support Duties

· Assist with schedule coordination with each client location

· Assist with adequate TPHC staff availability for projects

- Set up and manage Zoom call schedules for management

· Create/Maintain client employee medical charts

· Request ordering of any needed supplies to Management

· Maintain inventory of non-clinical administrative supplies

· Write and/or edit company program and policy documents as needed

· Create various internal and external company forms

Be part of a fun, growing team!

If you are a positive, upbeat, team-oriented Administrative Assistant who loves interacting with a wide variety of people, is a stickler for following rules, loves the details, has fun with the following up, understands the basics of marketing and HR, can keep things confidential and running smoothly, then we want to speak with you. If you have a sense of humor, even better!

To learn more about TPHC, visit www.tristatepreventivehealth.com.

Job Type: Part-time

Pay: $16.00 - $20.00 per hour

Benefits:

• Employee discount
• Flexible schedule
• Referral program

Application Question(s):

• Do you currently live in the Greater Cincinnati (OH) Region?

Experience:

• Administrative: 2 years (Preferred)
• Marketing: 1 year (Preferred)

Work Location: Hybrid remote in Cincinnati, OH 45241

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