Administrative Aide (3324)

at Northern Illinois University in DeKalb, Illinois, United States

Job Description

Position Information

Working Position Title
 Administrative Aide (3324)
Classification
 Administrative Aide
Position Number
 00003324
Open Date
 07/24/2024
Close Date
 07/30/2024
Priority Review Date
Employee Class
 Staff
Full-Time/Part Time
 Full-Time
FTE
 1.00
Position Status
 Regular
FLSA
 Exempt
Job code
 0058
Union Representation
 Union
Union Code 
 AFC - AFSCME C, Local #1890
Unit/Department
 Allied Health & Comm Disorders
College/Unit
 College-Hlth & Human Sci Dean
Division
 Academic Division
Location
 WZ 340
Link to Department Website or Custom Search Page
 https://www.chhs.niu.edu/ahcd/index.shtml
Position Summary, Requirements, and Qualifications

Overview
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.
Position Summary
The Administrative Aide manages 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
Administrative (55%)

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 implements needed adjustments to ensure that the daily operations of the clinic are successful.

Supervisory (15%)

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 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.

Service Delivery (10%)

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 lower-level duties.
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.

Relations (5%)

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... For full info follow application link.

In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, ancestry, sex, religion, age, physical and mental disability, marital status, veteran status, sexual orientation, gender identity, gender expression, political affiliation, or any other factor unrelated to professional qualifications, and will comply with all applicable federal and state statutes, regulations and orders pertaining to nondiscrimination, equal opportunity and affirmative action.