Job Description

The Practice Administration Associate serves as an integral partner within the Prism enterprise. The Practice Administration Associate is responsible for a variety of important duties and responsibilities that support the efficient operations of the firm as well as directly support the Prism Executive Leadership Team.

The Practice Administration Associate is a multi-faceted representative of the firm, where they will frequently relay complex information to client partners, internal staff, and to third-party vendor partners. The Practice Administration Associate will manage several different initiatives, while cross-collaborating with internal and external partners to effectively accomplish firm goals. 

The Practice Administration Associate will be responsible for accounts receivable duties that include ensuring accuracy and efficiency of operations, creating and distributing monthly invoicing, processing and monitoring incoming payments, and securing revenue by verifying and posting receipts. Along with the Director of Practice Administration, this position will also serve as a functional liaison for practice budget and accounting processes, expense report compilation and reconciliation, as well as managing practice resources.

Finally, this position provides technical and administrative support related to a variety of critical operational vertices that include operational support for office headquarters, compiling client partner deliverables for Business Development and Client Management Teams, coordinating meeting logistics and events.

Given the sensitive nature of Prism’s work, integrity is critical. The Practice Administration Associate must maintain the highest standards of confidentiality, while also creatively collaborating with partners to effectively accomplish tasks in a timely manner. 

Roles & Responsibilities

· Attest and commit to putting forth humility, authenticity, and dedicated stewardship to client partners, members / patients, internal partners, and external partners;

· Operation support of office headquarters including processing incoming and outgoing mail, packages and management of facilities and supplies;

· Executive support – manage the day-to-day calendars for executive leadership; assuming central coordination for internal / external requests and proactively managing cadence for standing meetings; 

· Draft correspondence and presentations, which may be typed from notes, edits, photocopies, faxes, and/or files, and may be of a confidential nature; 

· Provide assistance for internal and external events, which may include venue contracting, food and beverage coordination, entertainment, and attendance tracking; 

· Support team communication efforts by authoring and/or editing team or company-wide communications; 

· Process accounts and incoming payments in compliance with financial policies and procedures;

· Perform day to day financial transactions, including verifying, classifying, computing, posting and recording accounts receivables’ data;

· Prepare bills, invoices and bank deposits;

· Reconcile the accounts receivable ledger to ensure that all payments are accounted for and properly posted;

· Verify discrepancies by and resolve clients’ billing issues by internal and external outreach to partners;

· Facilitate payment of invoices due by sending bill reminders and contacting clients;

· Generate financial statements and reports detailing accounts receivable status;

· Assist with processes related to invoicing and budget reconciliation which includes management of purchase requests, vendor contract management, invoice reconciliation, and ongoing, functional budget analysis;

· Adaptable and able to work in nebulous situations where new information and unexpected circumstances may arise;

· Strong interpersonal and collaborative skills that include ability to easily convey challenging concepts and priorities, as well as having the ability to solicit feedback and input from team members;

· Uphold company mission and values through independence, innovation, alignment, commitment, and grit;

Candidate Core Competencies & Qualifications

· Bachelors degree in Finance, Accounting or Business Administration, or equivalent field

· Two (2) years plus of experience working in an administrative support capacity, demonstrating progressively increasing levels of responsibility; 

· Data entry skills along with a knack for numbers

· Hands-on experience in operating spreadsheets and accounting software

· Proficiency in MS Office including Excel, Word, PowerPoint and Outlook

· Customer service orientation and negotiation skills

· High degree of accuracy and attention to detail

· Demonstrated use of initiative and innovation to identify needs for improvement and seeking and developing creative solutions;

· Demonstrated ability to interact professionally and communicate effectively with internal staff and external customers;

· Demonstrated ability to be well-organized with extremely strong attention to detail and time-management skills; and,

• · Demonstrated ability to perform the essential duties of the position with little training and/or onboarding.

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