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Executive Administrative Assistant - Primary Care

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Executive Administrative Assistant - Primary Care

Salary

$27.79 - $37.36 Hourly

Location

Lincoln County, OR

Job Type

Full-Time

Job Number

25-32 (237)

Department

Health and Human Services

Division

Primary Care

Opening Date

03/25/2025

Closing Date

Continuous

+ Description

+ Benefits

Position Summary

The Division Director for Lincoln County's Primary Care division, Ann Allard-Robinette, is looking to bring on an Executive Administrative Assistant to assist with the daily operations of a large division of Health and Human Services. This person will provide complex, high-level executive administrative support for the Primary Care Division Director by conducting research, preparing reports and minutes, handling information requests, and performing communication and marketing functions.

This position is also responsible for the day-to-day support to the Health Center Director, Medical Director, Deputy Directors, and Program Managers; providing assistance to the Lincoln Community Health Council and Quality Assurance/Quality Improvement (QA/QI) Committee; and managing the coordination of Health Resources and Services Administration (HRSA) grants.

Coastal Healthcare on Nye Street in Newport

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.

HHS Building on Highway 101 in Newport

Typical Qualifications

Minimum Education Level

Associates and/or Professional Certification

Minimum Experience Level

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

Substitution Note: Any satisfactory combination of experience or training which 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:

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

+ Standard budget practices.

+ Office management.

+ Quality Improvement and quality assurance strategies and tools.

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 (https://www.co.lincoln.or.us/)

Health & Human Services | Lincoln County, OR

Primary Care - Coastal Healthcare | Lincoln County, OR (https://www.co.lincoln.or.us/1003/Primary-Care---Coastal-Healthcare)

For more information, please reach out to: [email protected]

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.

Employer

Lincoln County

Address

210 SW Second St. Newport, Oregon, 97365

Phone

541-265-4157 541-265-0375

Website

http://www.co.lincoln.or.us