Career Opportunities: Administrative Assistant (24956)

Candidates hired for remote positions must reside in Oregon, Washington, Utah, Idaho, Arizona, Nevada, Texas, Montana, or Wisconsin.

Job Summary

This position provides administrative support and facilitates efficient operations for the assigned department by performing a variety of clerical and administrative tasks.

Essential Responsibilities

• The following are common responsibilities, which may vary by department:
  • Draft, produce, and complete a variety of correspondence, including documents and emails.
  • Enter, track, and report data using spreadsheet software; this may include simple charts or graphs.
  • Compile, organize, and submit expense reports and invoices for payment.
  • Answer calls and respond to inquiries, take messages, or route calls accordingly.
  • Welcome and respond to in-person visitor questions.
  • Retrieve information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed.
  • Respond to and resolve administrative inquiries and questions.
  • Coordinate and schedule meetings and appointments as needed.
  • Coordinate multi-stakeholder collaborative meetings including organizing speakers, material collation, space and catering needs, and travel arrangements for incoming staff as needed
  • Prepare agendas and schedules for meetings.
  • Create or update presentation materials as needed.
  • Record and distribute minutes and/or other materials for meetings.
  • Assist with travel arrangements.
  • Organize and maintain files to assure timely retrieval of information as requested.
  • Locate, assemble, edit and summarize material, information and data as requested.
  • Maintain office supplies and coordinate maintenance of office equipment.
  • Establish and maintain cooperative and productive working relationships with internal and external contacts.
• Propose and implement process improvements.
• Meet deadlines for completion of workload.
• Maintain agreed upon work schedule.
• Demonstrate cooperation and teamwork.
• Provide cross-training on specific job responsibilities.
• Meet identified business goals that contribute to departmental goals.

Organizational Responsibilities

• Perform work in alignment with the organization’s mission, vision and values.
• Support the organization’s commitment to equity, diversity and inclusion by fostering a culture of open mindedness, cultural awareness, compassion and respect for all individuals.
• Strive to meet annual business goals in support of the organization’s strategic goals.
• Adhere to the organization’s policies, procedures and other relevant compliance needs.
• Perform other duties as needed.

Experience and/or Education

Required

• Minimum 1 year experience in an administrative support role

Preferred

• Experience working with clinics, healthcare, or health insurance helpful

Knowledge, Skills and Abilities Required

Knowledge

• Basic understanding of clerical procedures and systems such as recordkeeping and filing

Skills and Abilities

• Proficient in Microsoft Office Suite or related software; project management software may be helpful
• Strong verbal and written communication skills, including business writing skills
• Strong interpersonal and customer service skills
• Strong grammar, spelling and proofreading skills
• Excellent organizational and record keeping skills; strong attention to detail
• Ability to effectively manage multiple responsibilities with changing priorities
• Ability to use good judgment and take initiative
• Ability to work independently and collaboratively
• Ability to interact with a variety of internal and external customers
• Ability to build and maintain effective working relationships

• Ability to work effectively with diverse individuals and groups

• Ability to learn, focus, understand, and evaluate information and determine appropriate actions
• Ability to accept direction and feedback, as well as tolerate and manage stress
• Ability to see, read, hear, speak clearly, and perform repetitive finger and wrist movement for at least 6 hours/day

• Ability to lift, carry, push, pull and/or pinch small objects for at least 1-3 hours/day

Working Conditions

Work Environment(s):              ☒ Indoor/Office        ☐ Community        ☐ Facilities/Security      ☐ Outdoor Exposure

Member/Patient Facing:          ☒ No                           ☐ Telephonic         ☐ In Person

          Hazards:  May include, but not limited to, physical and ergonomic hazards.

Equipment:  General office and computer equipment

Travel:  May include occasional required or optional travel outside of the workplace; the employee’s personal vehicle, local transit or other means of transportation may be used.

Work Location: Office setting

Candidates of color are strongly encouraged to apply. CareOregon is committed to building a linguistically and culturally diverse and inclusive work environment.

Veterans are strongly encouraged to apply.

We are an equal opportunity employer. CareOregon considers all candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or veteran status.

Visa sponsorship is not available at this time.