Administrative Assistant

002 Sea Mar Community Health Center; United States; On-site; USD 42,000 - 56,000; Full time

Job summary

Sea Mar Community Health Centers in Tacoma, WA, is seeking an Administrative Assistant 2 for the Managed Care Program. You will support daily department administration, handle mailings, meetings, and materials under the Department Director.

The role emphasizes organization, confidentiality, data entry, volunteer coordination, and IT support. Candidates should be reliable, detail-oriented and able to work in a busy team environment.

Qualifications

• Ability to work independently and as a team member.
• Strong organization and time-management skills.
• Ability to maintain confidentiality.
• Excellent verbal and written communication.
• Detail-oriented and self-motivated.
• Ability to work in a busy, shared office space.
• Willing to network with outside community organizations.
• Proficient with Microsoft Office applications.

Responsibilities

• Compile and create written materials for the Managed Care Department and assist with mailings and recruitment materials.
• Monitor inventory of office supplies and prepare orders.
• Distribute important information to relevant parties.
• Coordinate logistics for CSR trainings and program activities.
• Coordinate department mailings and promotional materials.
• Data entry and maintenance of the Managed Care calendar and media contacts.
• Recruit, organize and maintain volunteers and timesheets.
• Provide program information to members and visitors when coordinators are unavailable.
• Assist with disaster preparation standards and communications to staff.
• Serve as IT point person and assist with other duties.

Skills

MS Office

Job description

Sea Mar Community Health Centers, a Federally Qualified Health Center (FQHC) founded in 1978, is a community-based organization committed to providing quality, comprehensive health, human, housing, educational and cultural services to diverse communities, specializing in service to Latinos in Washington State. Sea Mar proudly serves all persons without regard to race, ethnicity, immigration status, gender, or sexual orientation, and regardless of ability to pay for services. Sea Mar's network of services includes more than 90 medical, dental, and behavioral health clinics and a wide variety of nutritional, social, and educational services.

We are recruiting for the following position:

Sea Mar is a mandatory COVID-19 and flu vaccine organization

Position Summary

The Administrative Assistant 2 for the Managed Care Program will be housed in the Tacoma office and work under the supervision and direction of the Department Director. They will assist with daily Managed Care Department administrative tasks; including processing and tracking Volunteer activities and paperwork; assist with program mailings, small projects, meeting and training logistics; and assist the Department Director with research, preparation of reports, grants and marketing materials.

Duties and Responsibilities

As a mission-driven organization, the core values of, and the services offered at Sea Mar are based on the belief that everyone deserves to be respectfully treated in a way that preserves dignity and enhances self-worth. Sea Mar is an advocate for its clients and aims to achieve industry-leading, client-centered, culturally-aware services.

Sea Mar employees serve as an extension of this mission and demonstrate their commitment to an excellent client experience by:

• Understanding and empathizing with client needs
• Surpassing client expectations
• Demonstrating a high level of integrity
• Exhibiting compassion and commitment
• Advocating for social justice
• Taking pride in individual work as well as that of the team
• Continually learning to stay current with industry standards, best practices and technology

As a Sea Mar employee, the individual in this position commits to adherence to these values to their utmost ability and endeavors to strengthen and embody this mission daily.

Job Description

• Must be able to compile, interpret and utilize information to create written materials for the Managed Care Department including newly assigned monthly mail, website updates, flyers, and recruitment materials.
• Responsible for monitoring inventory of office supplies including corporate forms, and preparing orders for submission.
• Copies, collates and distributes important information to appropriate parties.
• Assists with coordinating logistics for CSR trainings, service projects, other special program activities and assists in preparation of all necessary materials.
• Responsible for coordinating all aspects of Managed Care Department incoming and outgoing mailings, including materials are prepared for promotional mailing.
• Assists with data entry and maintenance of information regarding Managed Care Calendar of planned events, and media contacts.
• Responsible for recruiting, organizing and maintaining Volunteers, timesheets and exiting paperwork on all volunteer members.
• Responsible for providing program information to members and other visitors to the office when Program Coordinators are out of the office.
• Must be able to work with minimal supervision, use good judgment, maintain confidentiality, and prioritize work load.
• Assist Managed Care Program in updating and developing compliance with Disaster Preparation standards, procedures and communicating this information to staff.
• Assist as an IT Point Person and all other duties as assigned.

Qualifications

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The person in this position must be able to work independently and as a team member, prioritize workload, highly organized to meet deadlines.
• Learn quickly the organizations requirements and take initiative to ensure those requirements are met and/or maintained.
• This person must be able to maintain confidentiality, have excellent verbal and written communication skills.
• In addition, this person must be self-motivated and detail orientated.
• This person must be able to work in a busy, shared office space with other program members.
• This person will demonstrate professionalism and appropriate boundaries in all interactions and be willing to network with outside community organizations.
• This person must have solid computer skills including proficiency in Microsoft applications including: Excel, Power Point, Access, Word, Publisher and the Internet.
• The ability to effectiv