Administrative Assistant

Curry Health Network • Gold Beach, OR

10d • Onsite

About The Position

Under the direction of the Executive Assistant/Marketing Director and in a timely and professional manner within a fast-paced environment, the Administrative Assistant provides a broad range of high-level administrative support tasks, working on assignments that are varied and moderate-to-complex in nature, requiring a high level of technical ability, exceptional organization and excellent communication skills. Must exercise discretion and maintain confidentiality of information.

Requirements

• A high school diploma or equivalent is required.
• Minimum of 3 years of administrative experience is required.
• Advanced computer skills are required including prior experience using MS Word, Excel, PowerPoint, Outlook, and Publisher; prior use of Adobe software; prior experience using web-based applications; and an ability to learn new software applications.
• Knowledge of research methods and procedures sufficient to compile data and prepare reports.
• Extremely strong interpersonal, verbal and written communication skills are required.
• Must possess a demonstrated attention to detail with high accuracy in work product.
• Ability to think, react, problem-solve and be resourceful in a fast-paced environment.
• Skills to work in a team environment and independently.
• Ability to maintain patience and composure when faced with challenging situations.
• Ability to maintain confidentiality.
• Ability to consistently provide outstanding customer service, in person and via telephone (internally with staff and providers, externally with visitors, vendors, patients).

Nice To Haves

• An associate or bachelors degree is preferred.
• Prior administrative experience in a medical setting is preferred.
• Prior experience preparing accurate and comprehensive meeting minutes is preferred, including documenting motions, decisions, and action items.
• Experience with Board or other formal governing-body meetings is highly preferred.
• Prior experience with photo editing and graphic design software (e.g., Photoshop, Illustrator) preferred.

Responsibilities

• Performs various tasks to support the network’s contract record-keeping, including database maintenance, utilizing MCN to track contract renewals and pending expirations, renewal and other clauses and terms.
• Responsible for tracking agreement terminations and complying with record retention and destruction per state law.
• Coordinates policy management software (MCN) administration where all current Network policies, forms and miscellaneous documents are housed.
• May assist staff with use of MCN.
• May review policies before final approval for compliance with CHN’s Document Control Plan policy.
• Coordinates travel arrangements for Admin staff and employment candidates to include flight arrangements, ground transportation and accommodations.
• Tracks need to replenish supplies for Administration & Fiscal Departments and submits orders in Premier online software.
• Responsible for Board meeting set up, ensures materials are available to Board; may prepare draft Board minutes templates or review/edit draft minutes.
• Serves as back-up in Board Clerk’s absence.
• Leads or assists in coordinating various Network meetings and community or internal events including procuring space, arranging necessary equipment, ordering food and/or beverages, etc.
• Maintains and updates filing system.
• Retrieves information from files when needed.
• Co-maintains conference room schedules for all CHN conference rooms, Travel staff end dates calendar, and other calendars as needed.
• Performs director’s and CEO’s credit card reconciliation using receipts to compare credit card invoices to determine any gaps or charges without corresponding receipts.
• Enters charges into accounting form.
• Drafts (including graphic design adhering to CHN’s media guide and proof-reading) CHN monthly newsletter to meet deadlines, collaborating with other departments to collect content.
• May assist with other marketing functions such as poster or brochure design, social media, and ensuring marketing materials are stocked in CHN facilities.
• Performs other duties as assigned or requested by the Executive Assistant/Marketing Director to support the overall needs of the Network and in accordance with Curry Health Network’s Mission, Vision and Shared Values.

Benefits

• Shift differentials for NOC and Weekend shifts for both licensed and non-licensed positions.
• Additional compensation based on experience, with a range reflecting entry-level to 15+ years of experience.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED