Executive Assistant
20 days ago
Roseburg
Job DescriptionAre you looking to join a team of like-minded professionals who are passionate about serving Douglas County OHP members, engaging with the community, and delivering outstanding customer service? At Umpqua Health, we are committed to recruiting top-tier team members who provide exceptional service with professionalism, compassion, and respect for the unique needs of every individual we serve. If you thrive in a fast-paced, dynamic healthcare environment and are ready to make a meaningful impact, you may be the team member we’re looking for. We seek individuals who: • Possess genuine compassion and empathy for our members, • Can adapt to ever-evolving healthcare regulations and requirements, • Are motivated by challenges and dedicated to delivering superior customer serviceJoin us in serving over 40,000 Douglas County residents as we administer Medicaid benefits and work together to improve health outcomes in our community. Umpqua Health is a mission-driven, community-focused healthcare organization proudly serving Douglas County, Oregon. Locally owned by CHI Mercy Health and the Douglas County Individual Practice Association (DCIPA), we are deeply rooted in the region and dedicated to improving the health and well-being of our friends, families, and neighbors. Umpqua Health is the parent company of Umpqua Health Alliance, one of 16 Oregon coordinated care organizations serving the Oregon Health Plan. The Roseburg-based company and its subsidiaries are focused on expanding access, improving care, and reducing unnecessary costs across the clinical space for more than 40,000 Douglas County residents on the Oregon Health Plan and close to 10,000 more individuals with Medicare, private insurance or Exchange coverage. Job DescriptionJOB TITLEExecutive AssistantREPORTS TOChief of StaffSTATUSFT, Non-ExemptWAGE RANGEWage Band 16 (2024)DEPARTMENTAdministrationWORK LOCATIONOnsite POSITION PURPOSEThe Executive Assistant provides professional executive support to the CFO, CAO, COO, CoS and/or CMO (C-Level Executive). The Executive Assistant shall be involved in highly confidential tasks, will exercise good judgement in decision making, will possess strong written and oral communication skills and be proficient in supporting multiple projects, meeting deadlines, with competing priorities. ESSENTIAL JOB RESPONSIBILITIES • Under minimal supervision, this position supports the executive by anticipating their needs, preparing correspondence, agendas, presentations, and serving as point of contact internally and externally., • Strong Outlook scheduling and calendaring skills; proactively managing the executives’ schedules to ensure schedules are manageable and productive for the executive., • Proactively oversee the coordination and electronic file maintenance of board committee interactions, including managing information for historical reference., • Provide support for meetings, which contain discussions of multiple programs and complex issues with stakeholder impacts. Many topics are highly confidential. This work includes managing membership lists, preparing agendas, and meeting materials, sending meeting invitations, securing meeting sites, taking /preparing minutes, tracking and electronically distributing communications, tracking action items. Ensure committee stipends are processed timely., • Professionally represent executive internally and externally. Always maintain strict confidentiality., • Works at the direction of the executive to interpret complex contractual requirements, rules and regulations. Ensures timely reporting and delivery of contractual requirements., • Oversee multiple projects, including coordination and follow up at the discretion of leadership. Communicate activity status information to all team members, as needed., • Research and respond to requests from internal and external customers via phone, email, fax, or in person. Redirect staff, members, providers, or other guests as necessary., • Maintain electronic files of correspondence, notes, reports, instructions, guidelines and similar material requiring timely retrieval and presentation., • Create, revise, organize, and/or maintain documentation including training material, standard operating procedures, policies and procedures., • Coordinates events and activities including scheduling of the venue, catering, presentations and other logistics., • Manage direct report timecards and PTO requests, at the direction of the executive., • Provide backup support to Executive Administrator and other Executive Assistants., • Manage conference room calendars, maintain cleanliness, and restock conference room supplies as necessary., • Complexity of duties may vary based on the level of experience, education, and qualifications of the employee., • Comply with organization's internal policies and procedures, Code of Conduct, Compliance Plan, along with applicable Federal, State, and local regulations., • Other duties as assigned. CHALLENGES, • Working with a variety of personalities, maintaining a consistent and fair communication style., • Satisfying the needs of a fast paced and challenging company. QUALIFICATIONSMinimum Qualifications, • Ability to handle confidential matters with discretion., • Minimum of 5 years’ Executive Assistance experience working in a corporate setting., • Proficiency with MS Office applications such as Office, Outlook and Excel., • Proficiency with basic office equipment skills such as computer keyboarding, copy machines, multiline phone systems, etc., • Ability to interact effectively and professionally with internal and external customers. Excellent interpersonal, written and oral communication skills., • Ability to organize work and remain focused under stressful conditions with critical attention to detail for accuracy and timeliness., • Ability to work effectively with a team, other departments, and exercise sound judgment in handling assigned tasks including maintenance of strict confidentiality., • No suspension/exclusion/debarment from participation in federal health care programs (e.g. Medicare/Medicaid), • Associate or bachelor’s degree., • Experience considering the impacts of the work on multiple communities, including communities of color, in technical analysis., • Experience working on a diverse team., • Experience working with different communication styles., • Bi-lingual translation or translation capabilities. PHYSICAL DEMANDS & WORK CONDITIONS, • A typical office environment requires standing, sitting, walking, bending, and lifting up to 25 plus pounds., • Ability to travel and drive to in-person meetings or be on-site as required., • May be exposed to patient and environment conditions such as unpleasant sights, smells and contagious diseases (clinic only).EQUAL EMPLOYMENT OPPORTUNITYUH is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. UH makes hiring decisions based solely on qualifications, merit, and business needs at the time. For more information, read through our EEO Policy.JOB DESCRIPTION ACKNOWLEDGEMENTI have reviewed the attached job description as outlined above and understand that I am responsible for all duties as outlined and other tasks as may be assigned. I understand that if I need accommodation to perform the essential functions of my job that I must contact my supervisor or Human Resources as soon as possible to begin an interactive process.Note: This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship. EMPLOYEE SIGNATUREDATE About Umpqua Health At Umpqua Health, we're more than just a healthcare organization; we're a community-driven Coordinated Care Organization (CCO) committed to improving the health and well-being of individuals and families throughout our region. Umpqua Health serves Douglas County, Oregon, where we prioritize personalized care and innovative solutions to meet the diverse needs of our members. Our comprehensive services include primary care, specialty care, behavioral health services, and care coordination to ensure our members receive holistic, integrated healthcare. Our collaborative approach fosters a supportive environment where every team member plays a vital role in our mission to provide accessible, high-quality healthcare services. From preventative care to managing chronic conditions, we're dedicated to empowering healthier lives and building a stronger, healthier community together. Join us in making a difference at Umpqua Health. Umpqua Health is an equal opportunity employer that embraces individuals from all backgrounds. We prohibit discrimination and harassment of any kind, ensuring that all employment decisions are based on qualifications, merit, and the needs of the business. Our dedication to fairness and equality extends to all aspects of employment, including hiring, training, promotion, and compensation, without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other protected category under federal, state, or local law. Powered by JazzHR ma97lFRBi4