Sr Administrative Assistant - Finance

Position Title: Sr Administrative Assistant

Department: Finance

Title of Manager: Title of Manager: Vice President, Value Based Payment & Provider Contract Management

Supervises: Supervises: Non-supervisory position

Exemption Status: Non-Exempt

Req #: 24149

Pay and Benefits: Pay and Benefits: Estimated hiring range $51,050 - $61,720 /year, 5% bonus target, full benefits. www.careoregon.org/about-us/careers/benefits.

Posting Notes: This is a remote role available to candidates residing in Oregon or Washington.

General Statement of Duties

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

Essential Position Functions

The following are common responsibilities, which 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 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 facilities needs.
• Establish and maintain effective working relationships with internal and external contacts.
• Maintain confidentiality of all sensitive information using appropriate discretion and judgment.

Essential Department and Organizational Functions

• Propose and implement process improvements.
• Meet deadlines for completion of workload.
• Maintain agreed upon work schedule.
• Demonstrate cooperation and teamwork.
• Provide cross-training on specific job responsibilities.
• Meet identified business goals that contribute to departmental goals.
• Perform other duties as needed.

Knowledge, Skills and Abilities Required

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

Physical Skills and Abilities Required

Cognitive and Other Skills and Abilities

Ability to focus on and comprehend information, learn new skills and abilities, assess a situation and seek or determine appropriate resolution, accept managerial direction and feedback, and tolerate and manage stress.

Education and/or Experience

Required:

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

Preferred:

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

Working Conditions

• Environment: This position’s primary responsibilities typically take place in the following environment(s) (check all that apply on a regular basis):

• Inside/office Clinics/health facilities Member homes

• Other_________________________________________

• Travel: This position may include occasional required or optional travel outside of the workplace, in which the employee’s personal vehicle, local transit, or other means of transportation may be used.
• Equipment: General office and computer equipment
• Hazards: n/a

#Li-remote

Candidates of color are strongly encouraged to apply. CareOregon is committed to building a linguistically and culturally diverse and inclusive work environment.

Veterans are strongly encouraged to apply.

We are an equal opportunity employer. CareOregon considers all candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or veteran status.

Visa sponsorship is not available at this time.