Executive Assistant

MultiCare Health System•Tacoma, WA

15h•Onsite

About The Position

Join a team that shares your calling At MultiCare, you’re more than just a job title — you’re part of a team built on trust that cares for each other, our patients and our communities. Belonging here means living our mission and values every day. If your purpose and passions align with ours, you’ll find a place to grow, do meaningful work and build a career you love in a community that feels like home. The Executive Assistant is responsible for providing high-level administrative support to a designated Vice President, ensuring the smooth workflow and daily operations in the department. This is a top-level administrative support position, working with highly confidential information and matters. Work situations are a variety of functions from a routine nature to complex special project work requiring organization in working with information relating to a wide variety of subject areas, policies, and programs. This position requires attention to detail; strong customer service skills; and discretion and good judgment when dealing with sensitive, privileged, and confidential information. This position has a wide variety of both internal and external contacts.

Requirements

Associates degree; equivalent years of experience or combination of experience and vocational secretarial coursework completion will be considered in lieu of degree
Minimum five (5) years high level administrative assistant or secretarial experience, in a health care setting preferred

Nice To Haves

BA degree preferred

Responsibilities

Provides extensive administrative support to the Vice President, Chief Compliance Officer (CCO), to include Compliance and Ethics Program (CEP) coordination.
Upholds the mission, vision, values and patient service standards of MultiCare.
Contributes to patient safety by supporting system-wide programs and policies addressing a safe environment for patients and the reporting of concerns to the appropriate individuals.
Provides administrative and operational support for the CCO: Planning, managing, prioritizing, scheduling meetings and presentations.
Resolving problems regarding equipment, communications, and support systems as the emerge.
Composing, preparing, updating, and editing various CEP documents, presentations, policies, procedures, and communication materials.
Provides support during certain committee meetings (i.e., agenda prep, take notes, etc.).
Coordinates the day-to-day operations of the CEP.
Maintains inventory of supplies and equipment.
Receives, opens, distributes and scans mail.
Maintains and manages timekeeping (UKG) and related payroll functions for team members, including vacation and holiday schedules.
Manages onboarding of new team members (submitting tickets, ordering equipment, training on systems/apps/processes).
Assists with budget management.
Tracks expenses, invoices and purchase orders.
Provides notification of potential budget issues.
Coordinates expense reimbursement and check requests.
Researches and resolves related errors.
Coordinates conference registration and travel arrangements for the CCO, including ordering tickets, making and confirming lodging and airline reservations, preparing travel advances and expense reports.
Assists the CCO with other administrative assignments, as needed.
Provided operational and project management support for the CCO:
Provides project management support for confidential matters being investigated and resolved by the CCO.
Develops management and tracking processes for special projects (i.e., due diligence, provider contracts, ethical issues, policy review, 3rd Party contracts, etc.).
Develops deep understanding of CEP metrics.
Provides appropriate follow-up at the request of the CCO.
Coordinates agenda and materials for Finance & Audit Committee.
Collaborates with CEP leadership to ensure material is prepared in a timely manner.
Monitors the performance management process and feedback process.
Assists with intake of compliance incidents via the hotline and Symplr.
Keep CCO abreast of significant concerns that may warrant involvement.
Support the breach notification process.
Print and mail notification letters.
Complete OCR notifications online as assigned.
Supports the Annual Risk Assessment.
Ensures that announcements, meetings, updates and tracking are taking place.
Coordinates Compliance and Ethics Week activities.
Develops a theme and collaborates with CEP leadership on execution.
Coordinates CCO messages to the organization and newsletters, as appropriate.
Assists in handling matters of a sensitive/confidential nature, to include professional and personal personnel matters, organizational matters, hotline issues, investigation records and other correspondence.
Performs other functionally related duties as assigned.