Executive Coordinator

Central City Concern•Portland, OR

4h•$69,000 - $90,000•Onsite

About The Position

The Health Services Leadership Executive Coordinator provides confidential, varied and complex administrative support for the Health Services Leadership team, including the Health Services Executive, Chief Medical Officer, and Health Services senior operations and medical directors. Responsibilities include communication liaison, project coordination, preparing reports and data, scheduling and meeting support, planning travel, coordinating visitors, and effectively prioritizing and responding to diverse requests from Health Services leaders. This position requires confidentiality, judgment, flexibility, interpersonal skills, organizational skills, strong computer skills, and the ability to work well with all levels of internal management and staff, as well as outside stakeholders.

Requirements

4 years of secretarial or executive assistant experience OR An Associate’s degree or certificate in office occupations or office technology and 3 years of secretarial or executive assistant experience OR A Bachelor’s degree and 2 years of secretarial or executive assistant experience OR An equivalent combination of training and experience.
Excellent computer skills and high proficiency in Microsoft Office Suite.
Experience with office machines (fax, photocopier, phone systems).
Must possess a current driver’s license, access to a vehicle, qualify as an Acceptable Driver as designated in Central City Concern’s Fleet Safety policy.
Must pass an initial drivers training within 60 days of being an approved driver and continued recertification training.
Must maintain vehicle insurance coverage of a minimum of $100,000/$300,000 personal auto liability coverage.
Must pass a pre-employment drug screen, TB test, and background check. This includes clearance by the DHS Background Check Unit.
Must generally have the ability to walk, bend, stoop, kneel, squat, twist, reach, pull and lift heavy objects, and climb stairs with reasonable or no accommodation.
Must adhere to agency’s non-discrimination policies.
Ability to effectively interact with co-workers and clients with diverse ethnic backgrounds, religious views, political affiliation, cultural backgrounds, life-styles and sexual orientations and treat each individual with respect and dignity.
Ability to communicate clearly, concisely and courteously, both orally and in writing, with the general public, clients, patients, medical personnel and co-workers.
Good organizational and problem-solving skills; ability to prioritize and meet deadlines.
Ability to function independently with minimal direction and supervision.
Ability to work effectively as part of a team.
Ability to manage multiple priorities, projects and display flexibility in a fast paced and changing work environment.
Sound decision-making skills and excellent professional judgment, including ability to handle sensitive and confidential information on a daily and ongoing basis.
Ability to manage time and meet deadlines.
Ability to maintain accurate records and necessary paperwork.
Ability to maintain highest standards of confidentiality with regard to patient/client information as well as operational and clinical information.

Responsibilities

Empower Executive Leaders; Act as the strategic backbone for the Health Service Leadership Team (HSLT), keeping their priorities in order
Support complex projects by owning the logistics, deliverables, and timelines for key health services initiatives from start to finish.
Maximize leaders’ efficiency through dynamic scheduling, travel planning, and meeting agendas to optimize the leadership team's time.
Assist with data translation into Insights: Create powerful PowerPoint presentations and manage complex datasets in Excel to support executive decisions.
Streamline daily business as you handle critical operational tasks including budget tracking and expense reporting.
Manage multiple Leadership schedules, attend project meeting, report meeting minutes, decisions made and action plans.
Manage highly sensitive and confidential information daily with top-tier professional judgment and discretion.
Bridge the communication gap and act as the central communication liaison, triaging inquiries from internal staff, community partners, and external stakeholders.
Champion inclusive collaboration through respectful, effective connections across a fast-paced environment with diverse teams and community partners.
Provide administrative support for the Health Services Leadership team, including drafting correspondence, editing technical documents, preparing effective Power Point presentations, inputting and analyzing data in Excel, creating and maintaining organizational and filing systems, and coordinating communications with internal and external partners.
Serve as the central contact and communications liaison between Health Services Leadership Team and other agency staff. Appropriately manage and communicate confidential or sensitive information.
Maintain senior Health Services Leadership’s non-clinical schedules by planning and scheduling meetings, conferences, teleconferences, travel, and other items.
Coordinate Health Services Leadership and other department meetings, and other meetings as assigned, including scheduling and coordinating meetings, preparing materials, attending meetings, and coordinating agendas and follow up items.
Provide support and coordinate logistics of projects as assigned. Coordinate project deliverables/issues with key stakeholders. Attend project meetings and report meeting minutes, decisions made and action plans.
Answer, evaluate and triage calls from many different sources, including concerns or complaints that are directed to the Health Services Leadership.
Respond to routine daily correspondence. Thoroughly review all incoming materials to ensure that proper action is taken, including routing and signatures.
Assist in completing, distributing and tracking various reports. This includes compiling and organizing information for monthly expense reports and budget tracking.
Assist Health Services Leadership team to fulfill grants and contracts management and reporting requirements for grants and contracts, as needed.
Assist Health Services Leadership team to reconcile timecards, credit card approvals, payment approvals, and other daily operations.
Complete a variety of computer-based tasks related to documentation in the appropriate format, including but not limited to: typing correspondence, memos, and reports; completing applications and data entry; and creating data reports and presentations.
Adhere to all state and federal privacy regulations, including HIPAA and 42 CFR Part 2, and to CCC policies and agreements regarding confidentiality, privacy, and security. Comply with all privacy and security requirements pursuant to community partners’ and outside providers’ patient confidentiality agreements, including privacy and security requirements for EMR access. This includes immediately reporting any breach of protected health information or personal identification information of any person receiving CCC services by CCC or an outside provider to the CCC Compliance Department, as well as to your supervisor or their designee.
Other duties as assigned.

Benefits

Extensive total rewards package
Competitive compensation
Medical, dental, vision
Student loan repayment options
Retirement savings matching plans
Generous paid time off plan beginning at 4 weeks of PTO accrual per year
Up to 11 recognized Holidays and 2 Personal Holidays (dependent on work shift schedule)
403(b) Retirement Savings plan with an employer match of 4.25% in your 1st year, 6% in the 2nd year, and 8% in your 3rd year
Comprehensive Medical, Vision, and Dental insurance coverage
Employer-Paid Life, Short-Term Disability, & Long-Term Disability Insurance
Sabbatical Program offering extended time off at years 7, 14, and 21