Administrative Assistant, Senior

Administrative Assistant, Senior

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Job Summary
This position provides advanced administrative support and facilitates efficient operations for the assigned department(s) and its senior leadership by performing a variety of clerical and administrative tasks.

This is a hybrid position with the expectation to be in the office 1-2 times/monthly. We are looking for candidates local to Portland Metro.

Estimated Hiring Range:

$28.81 - $35.22

Bonus Target:

Bonus - SIP Target, 5% Annual

Current CareOregon Employees: Please use the internal Workday site to submit an application for this job.

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Essential Responsibilities

May vary by department:

• Draft, produce, and proofread a variety of correspondence, including documents and emails with minimal oversight.
• Use standard word processing and spreadsheet software to enter and track data, as well as produce documents, spreadsheets, charts and graphs; apply excellent attention to detail.
• Answer calls and respond to inquiries, take messages, or route calls accordingly; serve as an advanced resource for department information and operations.
• Welcome and respond to in-person visitor questions.
• Compile, organize, and submit expense reports and invoices for payment.
• Retrieve information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed.
• Respond to and resolve administrative inquiries and questions, often involving coordination with other departments.
• Coordinate and schedule meetings and appointments as needed.
• Maintain or assist in maintaining calendars for senior leadership with limited or no supervision.
• Coordinate conference calls and multi-stakeholder meetings, including organizing speakers, material collation, space and catering needs, and travel arrangements for incoming staff and guests as needed.
• Support complex internal and external committees.
• Coordinate information for interviews, hiring and the performance review processes. Prepare agendas and schedules for meetings with minimal supervision; collect, prepare, and distribute appropriate materials for meetings.
• Create or update presentation materials.
• Record, distribute, and store meeting minutes and other meeting materials.
• Coordinate travel arrangements and training needs of department staff.
• Organize and maintain files to assure timely retrieval of information.
• Locate, assemble, edit and summarize material, information and data as requested.
• Request and maintain office supplies and coordinate maintenance of office equipment and facility’s needs.
• Establish and maintain effective working relationships with internal and external contacts.
• Maintain confidentiality of all sensitive information using appropriate discretion and judgment.

Organizational Responsibilities

• Perform work in alignment with the organization’s mission, vision and values.
• Support the organization’s commitment to equity, diversity and inclusion by fostering a culture of open mindedness, cultural awareness, compassion and respect for all individuals.
• Strive to meet annual business goals in support of the organization’s strategic goals.
• Adhere to the organization’s policies, procedures and other relevant compliance needs.
• Perform other duties as needed.

Experience and/or Education

Required

• Minimum 3 years’ experience in an administrative role, preferably supporting senior management positions

Preferred

• Experience working with clinics, healthcare, or health insurance helpful
• SharePoint experience

Knowledge, Skills and Abilities Required

Knowledge

• Advanced understanding of clerical and operational procedures and systems such as recordkeeping, filing, and department workflows

Skills and Abilities

• Advanced skills in Microsoft Office Suite or related software; project management software may be helpful
• Excellent verbal and written communication skills, including business writing skills
• Strong interpersonal and customer service skills
• Strong grammar, spelling and proofreading skills
• Excellent organizational and record keeping skills; strong attention to detail
• Ability to effectively manage multiple responsibilities with changing priorities
• Ability to take the lead role on special projects
• Ability to use good judgment and take initiative, with minimal supervision
• Ability to work independently and collaboratively, including problem solving abilities
• Ability to anticipate, prepare for and meet deadlines
• Ability to interact with a variety of internal and external customers
• Ability to build and maintain effective working relationships
• Ability to work in an environment with diverse individuals and groups

• Ability to work effectively with diverse individuals and groups

• Ability to learn, focus, understand, and evaluate information and determine appropriate actions
• Ability to accept direction and feedback, as well as tolerate and manage stress
• Ability to see, read, and perform repetitive finger and wrist movement for at least 6 hours/day
• Ability to hear and speak clearly for at least 3-6 hours/day

Working Conditions

Work Environment(s):        ☒ Indoor/Office    ☐ Community      ☐ Facilities/Security     ☐ Outdoor Exposure

Member/Patient Facing:    ☒ No                          ☐ Telephonic        ☐ In Person

Hazards:  May include, but not limited to, physical and ergonomic hazards.

Equipment:  General office equipment

Travel:  May include occasional required or optional travel outside of the workplace; the employee’s personal vehicle, local transit or other means of transportation may be used. 

Work Location: Work from home

We offer a strong Total Rewards Program. This includes competitive pay, bonus opportunity, and a comprehensive benefits package.  Eligibility for bonuses and benefits is dependent on factors such as the position type and the number of scheduled weekly hours. Benefits-eligible employees qualify for benefits beginning on the first of the month on or after their start date. CareOregon offers medical, dental, vision, life, AD&D, and disability insurance, as well as health savings account, flexible spending account(s), lifestyle spending account, employee assistance program, wellness program, discounts, and multiple supplemental benefits (e.g., voluntary life, critical illness, accident, hospital indemnity, identity theft protection, pre-tax parking, pet insurance, 529 College Savings, etc.). We also offer a strong retirement plan with employer contributions. Benefits-eligible employees accrue PTO and Paid State Sick Time based on hours worked/scheduled hours and the primary work state. Employees may also receive paid holidays, volunteer time, jury duty, bereavement leave, and more, depending on eligibility. Non-benefits eligible employees can enjoy 401(k) contributions, Paid State Sick Time, wellness and employee assistance program benefits, and other perks. Please contact your recruiter for more information.

We are an equal opportunity employer

CareOregon is an equal opportunity employer.  The organization selects the best individual for the job based upon job related qualifications, regardless of race, color, religion, sexual orientation, national origin, gender, gender identity, gender expression, genetic information, age, veteran status, ancestry, marital status or disability. The organization will make a reasonable accommodation to known physical or mental limitations of a qualified applicant or employee with a disability unless the accommodation will impose an undue hardship on the operation of our organization.