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Associate, Case Management in Philadelphia, PA at National Multiple Sclerosis Society

Date Posted: 3/27/2018

Job Snapshot

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Job Description

The National Multiple Sclerosis Society mobilizes people and resources to drive research for a cure and to address the challenges of everyone affected by MS. To fulfill this mission, the Society funds cutting-edge research, drives change through advocacy, facilitates professional education, collaborates with MS organizations around the world, and provides programs and services designed to help people with MS and their families move their lives forward. We partner with volunteers to accomplish our work. Staff members engage volunteers through effective and timely communications, facilitating meaningful opportunities, and continually seeking and providing feedback for reciprocal growth and learning.

This position provides clerical and administrative support to ensure efficient operation of the Case Management service by gathering, organizing, tracking, recording, and uploading key Case Management documents in appropriate data tracking systems and providing basic information from these systems to the Case Management team. She/he must communicate with and exchange information with internal staff and external contractors and vendors. The position requires experience in using various methods of data storage and tracking including an enterprise database, Excel, and Microsoft Word as well as the ability to create and manage data tracking tools in Excel and Word. These tasks support the team in managing and reporting on all elements of the Society's Case Management Program.

Essential Function/Responsibility

Gather information needed to begin the processing of approved Direct Financial Assistance (DFA) requests for Case Management participants.

  • Collect vendor quotes for service
  • Obtain W9 documents from DFA vendors
  • Obtain Financial Assistance Agreement from vendor and client
  • Enter required data into ePro for further processing by DFA admin team

Convert pdf forms and invoices from contractors to Word and upload in corresponding case management case flows in the DWUI

Monitor Case Management contracts to ensure that all contracts are up to date and processed for renewal in a timely manner

  • Work with Case Management Directors to establish timelines for contract renewals
  • Using the approved contract template, prepare draft contracts for new contracts and renewals with information provided by Directors
  • Track all contracts and store pdfs of contracts to be signed in the case management centralized folder
  • Enter new contractors and remove discontinued contractors in DWUI
  • Monitor and reconcile contract storage sites in the legal department and the CM storage site to ensure an accurate reporting of current contracts by name and location at both sites.

Ensure that Case Management staff receive information and materials necessary to ensure smooth implementation of case management program and meetings

  • Record and distribute staff meeting minutes, including action items for follow-up at least two days prior to each weekly staff meeting
  • Organize, track, and store all materials for the folders sent to Case Management participants
    • Prepare participant folders with all required information
    • Replenish supply of prepared folders for each Case Management staff
    • Re-order materials as needed
  • Meeting logistics:
    • Arrange calls and distribute materials for the Edward M. Dowd team meetings
    • Make travel arrangements for case management staff as needed

Volunteer Engagement: Partner with volunteers to accomplish our work. (Getting Work Done through Others, Getting Organized, Managing Work Processes, and Overcoming Obstacles)

  • Engage volunteer support to prepare Case Management materials to be mailed to the case management team.

Other duties as assigned by the Director, Case Management or AVP, Case Management


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