The Birthingway Breastfeeding Center, part of Birthingway College of Midwifery, provides high-quality, low-cost breastfeeding support to mothers and families in the community. We are hiring a part-time office support person to work a set schedule in the Breastfeeding Center front office. Job duties will include filing, faxing, greeting clients, collecting payments, taking supply inventories, and working with HIPAA protected medical records and electronic charting software. The position will require interaction with medical professionals, students, and families with babies from many different backgrounds.
TITLE: Breastfeeding Center Office Support (BCOS)
INSTITUTION: Birthingway College of Midwifery, a 501(c)(3) non-profit private college
HOURS: 20 hours per week, 9:30am – 2:30pm every Monday, Wednesday, Friday, and Saturday. Please note that these hours are not flexible.
LOCATION: Birthingway Breastfeeding Center (BFC)
HOW TO APPLY: Please read the complete job description below and email your cover letter and resume to email@example.com. In your cover letter, please address what drew you to this posting, why you think working at Birthingway’s Breastfeeding Center would be a good fit for you, and how the hours required for this position would fit into your schedule.
Applications must be submitted no later than 11:00pm on Monday, May 25. We plan to conduct initial interviews on Monday, June 1, with work starting as soon as possible.
- Create and maintain a Breastfeeding Center Office Support annual time line.
- Create “Month-end” reports each month
- Review and respond to Birthingway staff emails.
- Check in with the Breastfeeding Center Coordinator every month.
- Print daily schedule at the beginning of each shift.
- Ensure that the office, the home visit bag, and each visit room is clean and well stocked and that all of the needed paperwork is available.
- Staff the front desk during each shift and greet clients and offer water/tea when they arrive.
- Prepare and hand out forms for new clients.
- Schedule follow-up appointments.
- Collect payment for all visit fees, supply sales, and donations and maintain proper documentation.
- Make copies of care plans for clients.
- At each shift, take inventory of all the forms needed at the Breastfeeding Center. Make copies when supplies are low and submit monthly request for bulk copies to the Breastfeeding Center Coordinator.
- Review paper charts at the end of each shift to ensure they have signatures, are complete, and are in the proper order. This would not be a review of care, just of completion.
- Update client information in the Practice Fusion charting software at the end of each shift.
- Fax provider reports at the end of each shift.
- Route incoming faxes to the Breastfeeding Center Coordinator for review and then file appropriately.
- Take inventory of supplies weekly and submit supply order form to Breastfeeding Center Coordinator monthly.
- Manage and archive paper charts appropriately.
- Scan paper charts into Practice Fusion charting software.
- Delete health information uploaded to the Breastfeeding Center computers weekly.
- Create Practice Fusion Calendar of available client appointments.
- Launder all Breastfeeding Center linens.
- Participate in the maintenance and upkeep of the Breastfeeding Center.
- Assist with updating referral lists and other Center resources.
- Assist with preparing for orientations (at the beginning of each term) and other Lactation Consultant Instructor and student meetings.
- Keep the Breastfeeding Center Master Forms Binder up to date with the most current forms.
- Mail brochures quarterly.
- Attend at least one Birthingway Non-Violent Communication workshop annually.
- Other duties as assigned
Based on the U.S. Department of Labor’s classification of Physical Demands, this position is primarily a sedentary one. Computer use is required and job holder must be able to type accurately and see the computer screen. Additionally, phone and in-person communication occurs daily, and both speaking and hearing ability are necessary. Certain obligations do require light work as described by the US Department of Labor – such as lifting boxes of materials or moving chairs (“exerting up to 20lbs of force occasionally, or up to 10lbs of force frequently”)
Job holder will not be exposed to extreme environmental conditions or toxic chemicals. The demands of this job are primarily intellectual and interpersonal.
QUALIFICATIONS AND JOB REQUIREMENTS
- Fluent in English
- Previous experience with office management
- Previous experience with clinic office operations preferred, specifically with medical records and medical charting software
- Strong interpersonal skills and professional demeanor- able to interact with public, faculty, staff, students, mothers with small children, and co-workers with kindness, sensitivity, clarity and efficiency
- Able to handle extensive and clear communication in writing, by phone, by e-mail or other social networking tools, and in person to gather and disseminate information
- Excellent written communication skills: clear, organized, with accurate conventions and appropriate layout
- Willing and able to ask questions and learn
- Computer literate: able to use email, Open Office, Word, Excel, Google Docs, Google Calendar, and the Internet, including social media sites
- Able to alphabetize files and documents
- Able to type at a minimum average of 40 wpm
- Able to work effectively on complex projects with numerous interruptions
- Able to prioritize tasks and see projects through from beginning to end
- Able to work both autonomously and with direct supervision
- Able to acknowledge evaluation and respond appropriately
- Able to analyze and synthesize information, solve problems, and reach a decision in a timely manner
- Able to function effectively under stress, to adapt to changing environments and situations, to display flexibility, and to function in the face of uncertainty
- Willing to become familiar with and utilize Birthingway philosophy, policy and procedures
- Willing and able to work in a multi-vocal setting
- Willing and able to learn and utilize Non-Violent Communication (NVC)
Birthingway does not discriminate on the basis of sex, gender identity, race, color, marital status, ethnic origin, religion, age, sexual orientation, disability, or socioeconomic status in employment decisions, admissions or other college activities.
Please e-mail firstname.lastname@example.org if you have any questions.