Executive Administrative Assistant - Primary Care

Lincoln County•Lincoln County, OR

About The Position

The Lincoln County Primary Care Division of Health and Human Services seeks an Executive Administrative Assistant to provide complex, high-level administrative support to the Division Director of Primary Care. The role also supports the Health Center Medical Director, Associate Medical Director, Program Managers, the Lincoln Community Health Council, and the Quality Assurance/Quality Improvement (QA/QI) Committee. It includes coordinating Health Resources and Services Administration (HRSA) grants and providing research, reporting, meeting, communications, and marketing support. The position supports Primary Care operations through executive and committee administration, reporting and analysis, grant coordination, policy and document tracking, event and meeting coordination, and budget-related tasks. The stated pay range is $29.85–$33.61 per hour. Lincoln County says it reviews education and experience for wage offers in accordance with Oregon Pay Equity laws.

Requirements

Associate degree and/or professional certification.
Four to five years of progressively responsible experience providing primary management support to a department-level administrator.
A satisfactory equivalent combination of experience and training may be considered if it demonstrates the ability to perform the duties.
Knowledge of administrative office practices, business English, spelling, composition, and mathematical calculations.
Knowledge of standard budget practices and office management.
Knowledge of quality improvement and quality assurance strategies and tools.
Ability to evaluate data and prepare clear, concise reports.
Ability to organize work to meet deadlines and manage multiple priorities.
Ability to maintain confidentiality.
Ability to use initiative and judgment while carrying out tasks with minimal supervision.

Nice To Haves

Associate degree and experience working within a governmental or private nonprofit health care system.
Ability to use web technologies, marketing strategies, and event planning.

Responsibilities

Provide administrative support to the Division Director of Primary Care, Health Center Medical Director, Associate Medical Director, and Program Managers.
Schedule appointments for the Division Director and operational meetings and conferences for Primary Care.
Review emails and alert the Division Director to important communications.
Serve on the Primary Care Operations Team and work with the Director and Executive Team to update and clarify policies, procedures, and workflows.
Prepare and distribute agendas, and serve as recording secretary and prepare minutes for the Health Council, QA/QI Committee, and other committees.
Maintain Health Council bylaws and the co-applicant agreement.
Create and update office forms; design and produce flyers, brochures, forms, and marketing materials; and perform general office duties, including preparing correspondence.
Complete special projects for the Division Director as assigned.
Run electronic health record reports and compile QA/QI data for Primary Care clinics.
Develop Primary Care performance reports by collecting and analyzing information.
Identify process improvements and work with HHS administration to streamline workflows and services.
Initiate, distribute, and track patient and employee satisfaction surveys and analyze survey results.
Coordinate and track grant submissions and reports, including FTCA and UDS; help prepare grant applications by writing, reviewing, and updating narratives.
Prepare reports and serve as liaison with the HRSA project officer regarding grant requirements.
Remain current with federal and state compliance requirements and update Primary Care leadership.
Coordinate, review, edit, maintain, and organize division policies and procedures, including formatting, approvals, distribution, and review-date tracking.
Track, review, and coordinate approval of medical protocols and standing orders by the Primary Care Medical Director.
Coordinate outside privileging documentation for new medical providers and licensed behavioral health providers.
Initiate and track documents requiring signatures from the Medical Director, Division Director of Primary Care, and Health Council President.
Communicate with the BOC regarding Health Council and committee member listings.
Coordinate and plan events from conception through completion and schedule meetings with internal and external departments.
Run and distribute budget reports to the Division Director and Program Managers.
Prepare requisitions, vouchers, purchase orders, and related documents.