As a socially responsible health care employer and provider, we require our associates to show proof of annual influenza and COVID-19 vaccinations unless approved exemption is provided. An approved exemption from COVID-19 vaccination will require weekly testing for the Associate. Additional information will be provided by HR upon hire.

Planned Parenthood of Greater Ohio is seeking mission-minded Associates to join us as a full time (37.5 per week) Administrative Support Manager in our Akron Administration Office.

SUMMARY

The Administrative Support Manager leads the Planned Parenthood of Greater Ohio’s (PPGOH) centralized Administrative Support Program with a goal of efficiently handling and triaging the incoming mail, faxes, and general emails for the organization. In collaboration with the Centralized Pharmacy Program, the Care Coordination Program, and the Finance and Billing teams, they will also package and ship patient prescription refill requests, process outgoing communications with patients in regard to their follow-up care and referral or case management needs, process Good Faith Estimates for all sites, and process incoming payments to the affiliate.

WHY YOU SHOULD JOIN?

Our Mission

We protect, promote, and provide empowered health care for people throughout Ohio.

• We respect and honor all people
• We are committed to a diverse and inclusive environment for patients and staff
• We provide health care - without judgment
• We maintain responsible business practices
• We regularly demonstrate our shared organizational workplace values and standards in order to educate and care for the communities that we serve

BENEFITS

• Paid Time Off
• Paid Parental Leave
• Medical 90% employer-paid base medical plans for single coverage
• Dental
• Vision 100% employer paid
• Life Insurance 100% employer paid
• Accidental Death & Disability 100% employer paid
• Long Term/Short Term Disability 100% employer paid
• 401(k) with matching employer contribution up to 4%
• Nine (9) paid holidays per year

WHAT YOU WILL DO

• Develop, manage, and support the centralized Administrative Support Program for PPGOH.
• Develop clear operating procedures and KPIs to monitor the performance of the centralized Administrative Support Program.
• Schedule, train, support, and provide guidance to the Administrative Support Specialists based on daily priorities and tasks.
• Ability to jump in and perform the essential duties of the Administrative Support Specialists as needed.
• Provide support to PPGOHs Centralized Pharmacy Program and Care Coordination Program in an effort to build greater efficiencies in the processing, handling, and fulfillment of incoming mail/faxes and requests for information or supplies.
• Coordinate the efficient processing of incoming mail/fax, including deliveries from vendors as needed, and notify the appropriate employee(s).
• Answer incoming phone calls to the department and handle basic questions, troubleshoot concerns, transfer calls as appropriate, screen for suspicious encounters, etc.
• Open, review and process daily incoming mail: screen for suspicious mail, stamp with ‘received date’ and distribute to the appropriate employees in a timely manner.
• Process all centers Good Faith Estimates to ensure coding is accurately reflected and the appropriate estimate is generated and sent to the patient in compliance with the No Surprises Act.
• In coordination with the Finance and Billing Teams, process incoming payments/checks
  • Maintain check log
  • Copy checks received on a daily basis
  • Process deposits
• Coordinate and order office supply purchases for the centralized administrative team and the centralized pharmacy team as needed; monitor inventory of office supplies with an eye toward budget management and cost savings.
• Act as staff resource for internal PPGOH mail and fax routing, shipping, overnight packages, and special service postal mailings.
• As the need arises, assist other departments with large projects in an overall administrative support capacity, i.e., development events, letter campaigns, large mailings, etc.
• Monitor and maintain appropriate safeguards to comply with HIPAA privacy and security regulations.
• Perform other related and incidental duties as may be assigned.

SUPERVISOR RESPONSIBILITIES

Manages the Administrative Support Specialist

WHAT YOU WILL BRING

• High school diploma or G.E.D, bachelor’s degree preferred.
• Minimum 5 years of experience in administrative work and
• 3 years of experience managing teams
• Knowledge of Microsoft Word and Excel, Outlook, Office 365
• Ability to print labels and envelopes as well as operate a postage meter
• Excellent customer service skills and teamwork skills
• Ability to speak effectively with co-workers, internal and external guests, and outside community organization representatives
• Ability to anticipate additional needs of the customer beyond their current use of PPGOH service
• Ability to maintain discretion and confidentiality of all PPGOH business and activities, on and off of the job, as well as maintaining HIPAA compliance
• Ability to effectively prioritize multiple duties and competing priorities
• Must be self-motivated and proactively take on responsibilities
• Must have a cordial, can-do attitude and approach to problem solving
• Must have planning and organizing skills
• Excellent attention to detail, thorough in accomplishing a task

PROMISE TO OUR ASSOCIATES

Planned Parenthood has served Ohioans with safe, accessible, and affordable health care for 100 years and welcomed more than 100,000 patient visits to our health centers in 2020. Every day, we fight to provide this care to everyone, no matter their income level, insurance status, zip code, color, creed, or country of origin.

As a mission-driven health care provider, Planned Parenthood is dedicated to ending health disparities and achieving health equity among all races. We work on all levels through our health centers, educational programming, and public policy to make the greatest impact on the communities we serve.

In order to become the leading organization for high quality reproductive health care, we continuously strive to create a supportive work environment that results in a positive experience for patients and associates alike. We find this support in our In This Together workplace values and service standards that bring associates together and foster an inclusive culture.

Planned Parenthood of Greater Ohio (PPGOH) is an equal opportunity employer. We care for our business by ensuring that all of our decisions regarding the employment relationship, including the terms, conditions, and privileges of employment, are in accordance with our principles of equal opportunity.

As a matter of PPGOH policy we affirm that we respect and honor all people and we will not discriminate against employees or applicants for employment on the basis of sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, race, color, ethnicity, religion, national origin, ancestry, age, disability, medical condition, genetic information, marital status, sexual orientation, political affiliation, military and veteran status, or any other legally protected characteristic.

In addition to the above commitments, PPGOH seeks to have employees that reflect the broad diversity of those that we serve and we encourage all who are ready to be In This Together to apply.