Healthcare Executive Assistant - Administrative Coordinator
Full Time
Coos Bay, OR 97420
Posted
Job description
We are currently hiring a
Healthcare Executive Administrative Coordinator! If you are
highly organized, proficient in
administrative procedure and technology, possess
project management skills, and value being
part of a team that makes a difference, you may be the right person for the position!
Apply today!
Classification: NON-EXEMPT or EXEMPT |
Status: FULL-TIME |
Salary: $25 - $35/HOUR
Department: ADMINISTRATION |
Work Location: HYBRID, LOCAL TO COOS COUNTY OR SURROUNDING AREA
Reports to: EXECUTIVE PROGRAM DIRECTOR |
Supervision Exercised: NON-SUPERVISORY
This position is classified as CONFIDENTIAL
JOB PURPOSE: Healthcare Executive Administrative Coordinator
This position provides high-level administrative support and project management to the CEO and Executive Program Director and is responsible for managing several areas of company-wide administrative support, including tracking and coordination of the Coordinated Care Organization (CCO) contract deliverables schedule, coordination and documentation of communication and event planning related to the Advanced Health CCO and Southwest Oregon IPA, Inc. (SWOIPA) Boards of Directors. This position also provides project management including researching, highly- skilled technical- and report writing, and corporate document crafting and revising.
QUALIFICATIONS, EDUCATION, and EXPERIENCE - Administrative and Project Management
- Bachelor's degree in business, project management, or related field required; experience in lieu of education may be considered
- Two to three years' experience in healthcare administration or executive office administration procedure
- Two to three years' experience in project management
- Experience using graphics design and PDF editing software required
- Microsoft Office certification preferred, or willing to obtain
- Bilingual preferred
ESSENTIAL RESPONSIBILITIES: CCO Contract Deliverables Coordination
- Coordinate across the organizations to help ensure CCO deliverables and documents are optimally supported
- Retain, organize, and monitor the CCO's deliverables and related documents
- Assist with deliverable submission documents by proofreading, formatting, and redacting documents for sensitive or confidential information
- Assist with the tracking and maintenance of submitted deliverable documents
- Maintain a detailed CCO deliverables tracking system for deliverables required under the CCO's contractual obligations
- Assist and support staff in navigating all internal requirements for their regulatory submissions
- Contribute to performance improvement initiatives in CCO document submissions and across shared functions
- Ensure deadlines are met and respond quickly to requests for information regarding the status of CCO contract and program deliverables
- Lead deliverables management collaboration and associated activities to ensure an overall cohesive deliverable submission, management, and monitoring process
- Participate in quality and organizational process improvement activities and teams when requested
- Ensure compliance with company policies and procedures as applicable to area(s) of responsibility
- Handle confidential information and materials appropriately and maintain a secure work area
- Other duties as assigned
ESSENTIAL RESPONSIBILITIES: Executive and Board Coordination
- Responsible for developing and maintaining relationships with provider network, board members, shareholders, and others to continue the cultivation of teamwork and collaboration within the community
- Develop training materials for, and provide new Board Member orientation
- Point of contact for board chair and meeting facilitators to ensure timely response to requests for information
- Manage the coordination of, and communication for, all Board meetings, Shareholder meetings (annual and special) including proxy statements, subcommittee meetings, strategic planning and the preparation of all necessary agendas and documents required for the meetings
- Attend directors' and members' meetings including sub-committees to gather important and relevant information to complete and distribute final meeting minutes for approval
- Communicate with CEO and appropriate staff to prepare comprehensive agendas, and informational meeting packets to be sent out at least one week ahead of the meeting
- Assist in preparing and managing presentations and meeting materials, including writing, compiling, proofreading, and formatting documents in Word, Excel, PowerPoint, Adobe, etc…
- Retain and organize all Board, IPA Shareholder and subcommittees' significant documents and records including but not limited to current contact list, agendas, signed meeting minutes, bylaws, and operating agreements
- Coordinate planning and preparation for various events throughout the year, including reoccurring and special events for the board of directors, shareholders, delegates, and others as directed
- Maintain public comments email for public meetings and provide information to media and Advanced Health website regarding public meetings
- Develop organizational procedures related to responsibilities to create streamlined, efficient, and effective corporate operations
- Effectively manage and monitor assigned budgets
- Manage sensitive matters with high level of confidentiality and discretion
- Draft and prepare correspondence for internal announcements, board meetings, provider network, and community partner organizations as directed
ESSENTIAL RESPONSIBILITIES: ORGANIZATIONAL TEAM MEMBER
- participate in quality and organizational process improvement activities and teams when requested
- Support and contribute to effective safety, quality, and risk management efforts by adhering to established; policies and procedures, maintaining a safe environment, promoting accident prevention, and identifying and reporting potential liabilities
- Openly, clearly, and respectfully share and receive information, opinions, concerns, and feedback in a supportive manner
- Work collaboratively by mentoring new and existing co-workers, building bridges, and creating rapport with team members across the organization
- Provide excellent customer service to all internal and external customers, which includes team members, members, students, visitors, and vendors, by consistently exceeding the customer's expectations
- Recognize new developments and remain current in office administration and project management best practice standards and anticipate organizational modifications
- Advance personal knowledge base by pursuing continuing education to enhance professional competence
- Promote individual and organizational integrity by exhibiting ethical behavior to maintain high standards
- Represent organization at meetings and conferences as applicable
KNOWLEDGE, SKILLS, and ABILITIES
- Knowledge of basic Medicaid programs and policies
- Knowledge of advanced administrative assistant functions and procedures
- Knowledge of document management, project management, and other database software to effectively upload, track and monitor documents and timelines
- Ability to report to work as scheduled, and willingness to work a flexible schedule when needed
- Proficient in Microsoft Office Suite and Windows Operating System (OS)
- Training in or awareness of Health Literacy, Poverty Informed, Systemic Oppression, language access and the use of healthcare interpreters, uses of data to drive health equity, Cultural Awareness, Trauma-Informed Care, Adverse Childhood Experiences (ACEs), Culturally and Linguistically Appropriate Service (CLAS) Standards, and universal access
- Knowledge and understanding of how the positions' responsibilities contribute to the department and company goals and mission
- Knowledge of federal and state laws including OSHA, HIPAA, Waste Fraud and Abuse
- Awareness and understanding of equity, diversity, inclusion, and the equity lens: ability to analyze the unfair benefits and/or burdens within a society or population by understanding the social, political, and environmental contexts of policies, programs, and practices
- Non-judgmental attitude
- Excellent attention to detail, organizational- and strong record keeping skills
- Strong skills in negotiation and leadership
- Ability to exercise a high degree of accuracy
- Ability to use discretion and independent judgement to complete tasks and projects in a timely manner
- Ability to establish and maintain positive and effective work relationships with coworkers, members, providers, and customers
- Ability to set and meet goals and have a results-oriented behavior
- Ability to decipher priorities and exercise sound judgement
- Ability to take initiative, anticipate next steps, and be proactive
- Excellent people skills and friendly demeanor
- Critical thinking skills of using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
- Ability to handle stress and sensitive situations effectively while projecting a professional attitude
- Ability to communicate professionally, both conversing and written
- Ability to work with diverse populations and interact with people of differing personalities and backgrounds
- Sensitive to economic considerations, human needs and aware of how one's actions may affect others
- Ability to organize and work in a sensitive manner with people from other cultures
- Poised; maintains composure and sense of purpose
WORKING CONDITIONS
This position must have the ability to remain in a stationary position, occasionally move about inside the office to access office machinery, printer, etc., frequently communicate and exchange accurate information.
- Work Condition: Hybrid Work Environment
- Employee generally works within the interior of an office or remote work from home environment.
- Employee may travel locally and be responsible for own transportation. Out of area travel may be required on occasion.
- Hours of operations and specific staff scheduling may vary based on operational need.
- The office environment is clean with a comfortable temperature and moderate noise level.
- Exposed to:
- Onsite: Cold/heat controls, close contact with employees and the public in office environment. Remote: Employee is responsible for maintaining a safe work environment that is conducive to successful productivity and work output.
- Machines, equipment, tools, and supplies used: Constantly operates a computer or other office productivity machinery, such as postage machine, fax, copier, calculator, multi-line telephone system, scanner.
- May answer a high volume of telephone calls, complete documentation, and use computer programs to either obtain or record information.
- Multiple Duties: Must be able to work under conditions of frequent interruption and be able to stay on task.
This job description is intended to provide only basic guidelines for meeting job requirements. This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of DOCS Management Services employees. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
PI206658250
colinoncars.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, colinoncars.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, colinoncars.com is the ideal place to find your next job.