Senior Executive Assistant at OHSU Innovates in US-Hybrid

Job description

• The Senior Executive Assistant provides confidential and complex administrative services in a fast- paced, highly productive and diversified environment. The purpose of this position is to perform a wide variety of administrative and support tasks for Health Plan Services and the Office of Payor Strategy, which includes Managed Care Contracting.
• This position provides executive administrative support to the Chief Administrative Officer and Executive Medical Director of Health Plan Services, supporting their day-to-day duties; with additional support for the VP of Payor Strategy, the Director of Managed Care Contracting, and other team members. Responsibilities include but are not limited to complex meeting scheduling; facilitation and support of multiple board and committee meetings; event coordination and logistics; document and meeting material maintenance; travel arrangements; and purchase management and financial reconciliation. Other duties may include timekeeping, acting as an IT contact (ITC). This
• position functions as a team resource to provide guidance, training, and additional assistance where appropriate.
• The Senior Executive Assistant must have excellent time management and interpersonal skills in meeting time-sensitive requests from internal collaborators and external partners. This individual must be detail-oriented, able to multi-task and adapt quickly in dynamic circumstances and always demonstrate a professional demeanor.
• This is a hybrid position with expectation to be onsite to support in-person meetings and events.

Responsibilities

• Meeting Coordination & Support
• Facilitate and support regular meetings of the OHSU Health Clinically Integrated Network (CIN), including:
• Board of Directors – bimonthly
• Finance & Plan Review (FPR) Committee – monthly
• Clinical Value & Quality (CVQ) Committee – bimonthly
• Facilitate and support regular meetings of the OHSU Health Integrated Delivery System (IDS), including:
• Board of Directors – quarterly
• Clinical Value & Transformation (CVT) Committee – monthly
• Facilitate and support the CIN/IDS Credentialing subcommittee, held monthly
• Coordinate quarterly in-person leadership retreats; manage logistics, including space, refreshments, A/V and supply needs; facilitate via notetaking, recording, and/or slide presentation
• Coordinate annual/semi-annual all-team retreats; manage logistics, including space, furniture, refreshments, A/V and supply needs; facilitate event, balancing participation with ensuring schedule and activities run smoothly
• Coordinate with executives on agendas; gather, proofread, format, and compile meeting materials; communicate with meeting participants, distributing secure materials appropriately;
• Attend and facilitate meetings, including recording, presenting materials, and managing technical elements in virtual environments
• Compose meeting minutes based on compliance requirements; maintain storage of materials and documentation
• Respond to inquiries for records when audits request meeting documentation, such as redacted minutes
• Executive Support to Chief Administrative Officer and Executive Medical Director of Health Plan Services
• Manage complex scheduling priorities and coordinate day-to-day meetings and activities; advise executives on time commitments, obligations and schedule conflicts; ensure protected time based on executive preferences when possible
• Coordinate travel arrangements including air, hotel, conference registration, etc.; facilitate reimbursement of travel expenses
• Provide ad hoc scheduling support for Health Plan Services leaders and team members, especially with external partners.
• Facilitate invoice payments, purchases, using p-card or purchase requisition; process reimbursements upon request
• Draft and proof written materials such as correspondence, presentations, organizational charts, agreements, contracts, etc.
• Department Operations support
• Serve as IT Contact (ITC): submit/track technology and equipment requests/orders, i.e. laptops, cell phones, monitors; order software; attend ITC meetings and communicate updates/highlights; related technology resources for staff and leadership
• Serve as Kronos timekeeper: process requests for adjustments; manage regular reminders to staff; provide support for inquiries or issues
• Financial responsibilities: P-card purchases (conference registration, subscriptions, services, supplies, etc.) and reconciliation; invoice processing via PO/requisition system
• Review and sort incoming mail; scan and distribute appropriately
• Process and deposit annual CIN provider member dues checks
• Provides backup administrative support for other administrative staff during vacations and emergency situations.
• Assist with recruiting and new employee onboarding: in coordination with Healthcare HR, ensures new hire paperwork is completed (and assist with this as needed), assists new employees with new-hire training (HIPAA, RAU, etc.), helps new employees with any challenges that may arise (payroll, timekeeping, etc.).
• Work cooperatively and in collaboration with other executive support staff to perform various office duties and projects as assigned.
• Other duties as assigned.

Requirements

• Bachelor’s degree in relevant field
• One (1) year of administrative experience OR
• Equivalent combination of education and experience.
• Must demonstrate advanced organizational skills and experience handling confidential information.
• Demonstrated professionalism and integrity; skill in exercising tact and good judgment when representing executives and the ability to interact effectively with individuals all levels of organization.
• Demonstrated ability to anticipate needs and problems, and to re-prioritize tasks in order to address changing priorities.
• Ability to be flexible in a constantly changing environment as well as being a change agent.
• Ability to self-manage, while also having the ability to work as part of a team on various assignments, projects and tasks.
• Excellent interpersonal skills; must be able to communicate effectively and clearly; and have the initiative and ability to work with diverse groups.
• Demonstrated advanced computer skills required, including set-up and use of audio-visual equipment and software and ability to learn and adapt to changing technologies.
• Demonstrated advanced level skill in Microsoft Office Suite (MS Word, Excel, PowerPoint and Sharepoint).
• Ability to take and prepare accurate meeting minutes for multiple committees.
• Highly prefer senior level executive support experience in academic health center or research institute setting.

Skills

Required

• Advanced organizational skills
• Ability to anticipate needs and problems
• Ability to re-prioritize tasks
• Ability to self-manage
• Ability to work as part of a team
• Excellent interpersonal skills
• Effective communication
• Advanced computer skills

Benefits

• Benefits
• Medical, dental and vision coverage at low or no cost to employees Covered 100% for full-time employees and 88% for dependents
• Several retirements plan to choose from! – Oregon Public Service Retirement Plan and University Pension Plan, voluntary savings plans (403b, 401a and 457b)
• Up to 200 hours (equal to 25 full days) a year of paid time off
• 96 hours of sick leave a year (prorated by FTE status)
• Commuter subsidies
• Annual Raises
• Employee discounts to local and major businesses
• Growth/Development Opportunities