Executive Administrative Assistant - Primary Care

Lincoln County Realty; Newport (OR); On-site; USD 41,000 - 46,000; Full time

Benefits offered by this job

Medical, dental, & vision coverage

401(k) with County contribution

HSA funding

Life insurance $40,000

Employee Assistance Program (EAP)

Job summary

Lincoln County Health and Human Services is seeking an Executive Administrative Assistant to provide high-level executive support to the Division Director of Primary Care. Responsibilities include research, reports, minutes, and marketing tasks, with coordination across Medical Directors and program managers.

The role involves grant coordination for HRSA projects, policy updates, and collaboration with the Primary Care leadership team to improve workflows and communications.

Qualifications

• Associates and/or Professional Certification.
• Four-Five years progressively responsible experience providing primary management support to a department-level administrator.
• Any satisfactory equivalent combination of experience and training which clearly demonstrates the ability to perform the above-described duties as determined by the County.
• Desirable qualifications include an associate degree and experience in governmental or private non-profit health care systems.

Responsibilities

• Provide administrative support for the Division Director of Primary Care, Health Center Medical Director, Associate Medical Director, and Program Managers (Executive Team).
• Schedule appointments for Division Director of Primary Care and review emails for important communications.
• Schedule Primary Care operational meetings and conferences.
• Prepare and distribute agendas for Health Council, QA/QI Committee, and other standing committees.
• Serve as recording secretary and prepare minutes for Health Council, QA/QI Committee, and other committees.
• Maintain current Health Council bylaws and co-applicant agreements.
• Design and produce office forms, flyers, brochures, and marketing materials.
• Perform general office duties such as preparing correspondence.
• Complete special projects for the Division Director.

Skills

Administrative office practices

Budget practices

Office management

Quality Improvement (QA/QI)

Data analysis & reporting

Confidentiality

Web technologies & marketing

Event planning

Initiative & judgment

Education

Associates or professional certification

Associates degree

Job description

Position Summary

The Lincoln County Primary Care Division of Health and Human Services is looking for an Executive Administrative Assistant to provide complex, high-level executive administrative support for the Division Director of Primary Care by conducting research, preparing reports and minutes, handling information requests, and performing communication and marketing functions. This is a vitally important role for the department, the person in this role will offer day-to-day support to the Division Director of Primary Care, Medical Director, Associate Medical Director, and Program Managers; provide assistance to the Lincoln Community Health Council and Quality Assurance/Quality Improvement (QA/QI) Committee; and manage the coordination of Health Resources and Services Administration (HRSA) grants.

$29.85 - $33.61 per hour*

• Lincoln County follows Oregon Pay Equity laws in reviewing education and experience for wage offer.

Lincoln County Offers a Comprehensive Benefits Package Including

• Medical, Dental, & Vision Coverage


• 11% County contribution to 401(k)


• County funded Health Savings Account (HSA)


• $40,000 County Paid Life Insurance


• Employee Assistance Programs (EAP)

Essential Functions/Major Responsibilities

Management Support: Provide administrative support for the Division Director of Primary Care, Health Center Medical Director, Associate Medical Director, and Program Managers (Executive Team).

• Schedule appointments for Division Director of Primary Care. Review emails and alerts Division Director of important communications.


• Schedule Primary Care operational meetings and conferences.


• Serve as a member of the Primary Care Operations Team. Work with the Director and Executive Team to update and clarify policies, procedures, and workflows.


• Prepare and distribute agendas for Health Council, QA/QI Committee, and other standing committees.


• Serve as recording secretary and prepares minutes for Health Council, QA/QI Committee, and other committees.


• Maintain current Health Council bylaws and co-applicant agreement.


• Devise new and updates existing office forms. Design and produce flyers, brochures, forms, and marketing materials


• Perform general office duties such as preparing correspondence


• Perform special projects for the Division Director as assigned.

Reports, Surveys, And QA/QI

• Run electronic health record reports and compiles QA/QI Assurance data to support critical functions of the Primary Care clinics.


• Develop Primary Care performance reports by collecting and analyzing information.


• Identify Primary Care process improvements, working across administration with HHS to streamline and improve workflow and services.


• Initiate, distribute, track, and generate analysis for patient and employee Satisfaction Surveys.

Grants

• Coordinate and track grant submissions and reports, including FTCA and UDS.


• Work as part of a team to prepare grants, including writing, reviewing, and updating narratives. Run and prepare reports.


• Serve as liaison with HRSA project officer, coordinating communications regarding various HRSA grants requirements


• Remain current with federal and state compliance requirements. Update Primary Care Leadership.

Tracking And Coordination

• Assist in coordinating, reviewing, editing, maintaining, and organizing division policies, procedures, assuring correct format, securing necessary approvals, distribution, and tracking of review dates.


• Assist in tracking, review and approval of all medical protocols and standing orders by the Primary Care Medical Director.


• Coordinate and complete outside privileging documentation for new medical providers and licensed behavioral health providers.


• Initiate and track documents signed by the Medical Director, Division Director of Primary Care, and the Health Council President to ensure all signatures are gathered.


• Communicate with the BOC regarding membership of Health Council Members and Committee Members.


• Coordinate and plan events from conception through completion. Schedule meeting with Internal and External Departments.

Finance

• Run and distribute current budget reports to the Division Director and Program Managers.


• Prepare requisitions, vouchers, purchase order etc.

Typical Qualifications

EDUCATION

Associates and/or Professional Certification

Experience

Four-Five years progressively responsible experience providing primary management support to a department-level administrator.

Any satisfactory equivalent combination of experience and training which clearly demonstrates the ability to perform the above-described duties as determined by the County.

Desirable Qualifications: An associate degree and experience working within a governmental or private non-profit health care system

Knowledge Of/Ability To

• Administrative office practices and business English, spelling, composition, and mathematical calculations.


• Standard budget practices.


• Office management.


• Quality Improvement and quality assurance strategies and tools.


• Evaluate data and to prepare clear and concise reports.


• Capable of organizing work to meet deadlines and multiple priorities.


• Ability to maintain confidentiality.


• Use web technologies, marketing strategies, and event planning.


• Strong ability to use initiative and judgment in carrying out tasks with minimal supervision.

REASONABLE ACCOMMODATIONS

Lincoln County is committed to providing reasonable accommodations as required by the Americans with Disabilities Act (ADA). This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities, and essential functions expected of the position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.

Lincoln County, OR | Official Website

Health & Human Services | Lincoln County, OR

Coastal Healthcare - Primary Care | Lincoln County, OR

For more information please reach out to [e-mail]

Lincoln County offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision which is paid at 90% by the County and 10% by the employee. Other fully paid benefits include life, AD&D, long-term disability insurance. Other optional insurances are available. A 401K retirement plan is also provided. The County's current contribution rate is 11%.

Regular and Trial Service employees working between 20 and 39 hours per week on a regular basis are eligible for pro-rated employee benefits.