Project Specialist

Core Competencies

Below are some of the specific job responsibilities of the Project Specialist:

• •Managing Vision and Purpose: Communicate a compelling vision and set achievable goals to drive the organization forward.
• •Strategic Agility: Develop and implement innovative strategies, foreseeing potential futures, and bringing new ideas to fruition.
• •Influential Leadership: Inspire high performance, promote change, negotiate skillfully, and build motivated teams.
• •Customer Centricity: Listen empathetically to customer needs, respond promptly, and design solutions with the client in mind.
• •Operational Execution: Identify and implement actions to effectively execute market strategy.
• •Leadership: Collaborate with stakeholders, influence through collaboration, and lead effectively from various positions.
• •Professional Savvy: Navigate complex situations discreetly, understand organizational dynamics, and adapt approaches accordingly.
• •Innovation: Support the development and implementation of creative ideas and reward successful solutions.
• •Change Leadership: Build agility within the organization, communicate change effectively, and identify opportunities for integration.
• •Business Acumen: Understand business operations, industry trends, and competition, and apply this knowledge to drive success.
• •Motivating Others: Create a supportive environment, motivate diverse teams, empower individuals, and foster a sense of ownership and importance in their work.
• •Communication Strategist: Ensures consistent, effective communication of key messages throughout the organization, keeping everyone informed and rowing in the same direction.

Events Support

Provide organization and support for events from start to finish, including:

• •Assist as needed in running database reports for event invitation lists;
• •Research giving information for potential event attendees;
• •Track RSVPs and assist with follow-up calls to invitees;
• •Create name tags for attendees;
• •Assemble marketing and other materials for events;
• •Confirm details with venues/hosts, and handle deliveries and other basic logistics.

Prospect Research

Research prospective donors to identify likely funding sources, including:

• •Identify existing donors with greater capacity;
• •Research new contacts made by senior staff and Board members;
• •Identify high-profile individuals as potential honorees for our annual gala;
• •Research corporations and foundations whose funding priorities match agency's goals.

General Administrative & Database Support

Support the development department, primarily senior staff, with the following administrative/database functions:

• •Enter gifts daily and create and circulate daily gift reports;
• •Greet visitors & accept deliveries to the office;
• •Order department supplies through Finance Department, consulting and keeping within expense budgets;
• •Schedule and confirm donor meetings for senior staff;
• •Create new constituent records for senior staff;
• •Enter reports of call, contacts, and new contact information into donor database for senior staff;
• •Prepare written correspondence, including reporting and solicitations, on behalf of senior staff.

Executive Administrative Support

Provide executive-level administrative and secretarial support to senior leadership, including:

• •Schedule and organize complex activities such as meetings, travel, conferences and department activities for all members of the department;
• •Perform desktop publishing; create and develop visual presentations for the CEO and/or Executive Director/Administrator;
• •Establish, develop, maintain and update filing systems for senior leadership; retrieve information from files when needed;
• •Organize and prioritize large volumes of information and calls;
• •Sort and distribute mail; open mail for senior leadership; draft written responses or reply by phone or e-mail when necessary; respond to regularly occurring requests for information;
• •Answer phone calls for senior leadership; take messages or field/answer all routine and non-routine questions;
• •Act as a liaison with other departments and outside agencies, including high-level staff; handle confidential and non-routine information and explain policies when necessary;
• •Act as project manager for special projects at the request of leadership, which may include planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, and creating brochures;
• •Coordinate workload with the Marketing Specialist;
• •Type and design general correspondences, memos, charts, tables, graphs, and business plans; proofread copy for spelling, grammar and layout, making appropriate changes; responsible for accuracy and clarity of final copy;
• •Support the market data analyst in maintenance of department finances, including copying check requests, sending travel reimbursement to accounts payable, and documenting corporate credit card expenses to corporate finance.

Billing & Coding Support

Support the agency's revenue cycle through medical billing and coding activities, including:

• •Extract relevant information from patient records and act as liaison with providers and other parties to clarify information;
• •Examine documents for missing information; correct information as needed;
• •Assign CPT, HCPCS, ICD-10-CM, and DRG codes;
• •Maintain the practice management system by entering accurate data, verifying and updating insurance and claims information, handling carrier correspondence, managing EOBs, and keying payments received into the system;
• •Prepare, review, submit, and follow up with clean claims to various companies/individuals;
• •Collect, post and manage client account payments;
• •Investigate rejected claims to determine why denials were issued and correct claims;
• •Facilitate swift payment of invoices by sending client invoices, billing reminders, and making collection calls on outstanding balances as directed by the Finance Director;
• •Review and provide weekly and monthly reports including productivity and financial reports as directed and complete action steps as necessary;
• •Follow HIPAA guidelines when accessing and sharing client information; maintain client and agency confidentiality;
• •Provide timely and professional customer service, verify discrepancies, resolve client billing issues, and answer questions from clients, agency staff, and third-party vendors.

Qualifications

• •High School Diploma or suitable equivalent;
• •A minimum of two years' administrative experience supporting a Development Office;
• •Demonstrated ability to work in a fast-paced environment, manage multiple priorities and complete projects;
• •Proficiency in MS Office (Excel & Word) and Google Suite, and experience with fundraising databases;
• •Coding Certification from AAPC or AHIMA preferred;
• •Experience with EVV, ODM/ODA and CMS regulations preferred;
• •Knowledge of home health regulations, reimbursement policies, and healthcare trends;
• •Excellent organizational and communication skills (written and spoken);
• •Ability to work independently, solve problems and actively seek assistance when needed;
• •Strong attention to detail and a high degree of accuracy in preparing and entering information;
• •Discretion and confidentiality with respect to donor, personnel, and finance records;
• •Keyboarding skills — must type at least 30 wpm;
• •Enthusiasm for the Dulla Care Home Healthcare's mission and for helping the Development team reach its annual goals for financial growth;
• •Sense of humor, dependability and collaborative spirit.

Physical Demands

• •Driving to professional offices, hospitals, and leads;
• •Ability to lift up to 10 pounds;
• •Able to speak and hear (or otherwise adequately communicate);
• •Exposure to inside and outside environmental conditions;
• •Physical ability to withstand hours of duty that may be long and irregular;
• •Requires sitting and standing associated with a normal office environment;
• •May view computer screens for long periods of time;
• •Must be able to prioritize activities when faced with competing demands.

Other Requirements

• •Valid driver's license;
• •Build trust as the foundation of ensuring/implementing the highest-level trust;
• •Create personal relationships that are based on building human connections;
• •Bring clarity and confidence to every step of the development and program process through clear and transparent communication;
• •Ensuring culture of all staff embracing welcoming of new potential donors into the agency to promote involvement and understanding of the mission and vision;
• •Maintains strict confidentiality in performing duties of security, personnel and finance;
• •Be honest and trustworthy; possess cultural awareness and sensitivity; be flexible; demonstrate sound work ethics.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice. This document does not create an employment contract, implied or otherwise, and employment remains at-will.