Executive Administrative Assistant - Primary Care

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

Benefits offered by this job

Medical, Dental, & Vision Coverage

11% County contribution to 401(k)

County funded Health Savings Account (

$40,000 County Paid Life Insurance

Employee Assistance Programs (EAP)

Job summary

Lincoln County's Primary Care Division of Health and Human Services is seeking an Executive Administrative Assistant to provide high-level support to the Division Director of Primary Care, Medical Director, and program managers. You will conduct research, prepare reports and minutes, handle information requests, and support communications and marketing efforts.

This role coordinates HRSA grants, supports the Lincoln Community Health Council and QA/QI committees, and helps ensure policy

Qualifications

• Associates degree or professional certification required; government or nonprofit experience preferred.
• Four to five years of progressive management-support experience for a department head.

Responsibilities

• Schedule and coordinate meetings, review emails, and manage important communications for the Division Director.
• Prepare agendas, take minutes, and maintain bylaws and key documents.
• Develop and produce marketing materials and office forms.
• Run reports and track QA/QI data to support clinic operations.
• Coordinate grants submissions, reporting, and HRSA communications.
• Track policies, procedures, and standing orders; assist with event planning.

Skills

Administrative office practices

Budget practices

Office management

Quality Improvement

Report writing

Event planning

Education

Associates degree or professional certification

Job description

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)

Management Support

• 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.

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.