Administrative Assistant

Primary Health Care Inc•Des Moines, IA

3d•$16 - $23

About The Position

Are you looking for an opportunity to do amazing work helping others? You've come to the right place. Let's make a difference! Primary Health Care (PHC) was founded in 1981 by Dr. Bery Engebretsen in Des Moines, IA. Our mission has remained unchanged since that time, to provide healthcare and supportive services to all, regardless of insurance, immigration status, or ability to pay. Based on the needs of the communities we serve, PHC offers a spectrum of medical and dental services including family practice, behavioral health, HIV care and services, and pharmacy. PHC’s Homeless Support Services is the entry point for serving people experiencing homelessness in Polk County. Enabling services are available to help patients with benefits enrollment, case management, transportation, translation, and patient education. We currently have locations in Ames, Des Moines, & Marshalltown. The Administrative Assistant performs a broad variety of administrative and clerical tasks for the Chief of Staff to the CEO, members of the Executive and Senior Leadership team, as well as the Medical Directors and other members of PHC Leadership. Demonstrates iCare value in Daily work.

Requirements

Associates degree in a related field or equivalent combination of education and experience.
Two years of relevant work experience. If substituting experience for education, requires a total of 4 years or more of relevant professional experience.
Communications, both internal and external, including experience with social media platforms
Proficiency with MS Office Suite applications (Word, Excel, PowerPoint and Access), and Google Mail and Calendar.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
Proactive problem-solving with strong decision-making skills.
Ability to function successfully independently and in a team setting.
Excellent English language verbal and written communication skills.
Ability to maintain confidentiality.
Adaptable to various competing demands, able to meet deadlines in a fast paced environment.
Customer service skills.
Critical thinking.
Professionalism.
Must be at least 18 years of age
Must be able to work some evening and weekend hours as required.

Nice To Haves

Work experience in a community health center.
Bilingual, verbal and written language proficiency; English/Spanish.

Responsibilities

Reception duties: Retrieve voicemails for PHC executives. Identify caller needs, take and deliver accurate messages, respond to requests by gathering and providing information, and refer non-routine calls to the appropriate staff. Meet with visitors and clients before scheduled meetings with PHC leadership. Create a positive impression of the organization and make visitors comfortable.
Supplies: Oversee supply inventory by checking stock, anticipating needed supplies, placing supply orders, and expediting when necessary. Assist with special projects, including large mailings, printing, scanning, binding, filing, etc.
Documentation: Organize, maintain, and update PHC corporate filing system and executive office files. Provide administrative support for contracts and grants by reviewing incoming and outgoing correspondence, log tracking, and maintaining files both electronically and physically. Prepare weekly and monthly reports for timely review and approval.
Meeting responsibilities: Prepare, transcribe, compose, edit, and distribute emails, faxes, memos, letters, agendas, meeting minutes, presentations, reports, databases, and other necessary documents.
Logistics: Coordinate and schedule meetings and appointments, maintain multiple calendars and conference rooms to ensure efficient scheduling and prevent scheduling conflicts, and support the coordination of travel arrangements, such as flights, cars, hotel accommodations, and restaurant reservations. Assist with planning off-site meetings, trainings, and events, including venue research, caterer selection, day of setup, etc.
Executive support: Respond to and resolve inquiries and questions; retrieve information as requested from files, emails, minutes, and other related documents; and prepare written summaries of data when needed. Liaise with the Chief of Staff to the CEO to handle requests and queries from executives. Provide administrative support to the Chief of Staff, executives, senior leadership, and Medical Directors as assigned. Directly assist the CEO in the absence of the Chief of Staff.
Clinical Support: Collaborates with Clinic Administrators to block provider schedules for evaluations, CME, training, interviewing, etc. Supports CMO and Credentialing Director to ensure provider credentialing and privileging paperwork is completed in a timely manner. Support for provider training processes such as annual compliance training, Basic Life Support, provider performed microscopy procedures (PPMP), and annual skills fair. Support for new provider recruitment and onboarding. Provide administrative support for provider meetings, including preparing agendas and taking notes. Maintain provider related spreadsheets such as listservs, provider procedure listing, on call schedule, Standing Orders, medical workflows, provider scheduling documentation, etc. Support for Medical Residency Programs and student process as needed. Assist with grant writing, research for clinical priorities, and data collection.
Performs other duties as assigned.

Benefits

Generous PTO accrual (equal to 4 weeks at end of 1st year) plus paid holidays
License/certification fee reimbursement
Paid time off for continuing education & continuing education reimbursement
Tuition reimbursement program
401k with company match
Medical insurance - PHC Pays, on average, 80% of medical premiums for all plan types (employee, employee + family, etc.)
Dental insurance
Vision insurance
Life & disability insurance
Flexible spending & health savings accounts
Supplemental accident & critical illness insurance
Discounts on pet insurance