Administrative Assistant

Temporary full-time | On-site | Gold Beach, OR | Shift Schedule: 5x8s

Compensation Range: $24.81 - $37.53.

• Compensation is based on experience, with a range reflecting entry-level candidates through those with 15+ years of experience. Eligible positions may also qualify for additional compensation with applicable shift, weekend, certification, or other differentials. 

Additional Compensation Differential Opportunities:

• Licensed Positions: NOC Shift (7:00 PM–7:00 AM): +$3.50/hour. | Weekend Shift (12:00 AM Saturday–11:59 PM Sunday): +$3.00/hour.
• Non-Licensed Positions: NOC Shift (7:00 PM–7:00 AM): +$3.00/hour. | Weekend Shift (12:00 AM Saturday–11:59 PM Sunday): +$2.00/hour.

JOB SUMMARY

Under the direction of the Executive Assistant/Marketing Director and in a timely and professional manner within a fast-paced environment, the Administrative Assistant provides a broad range of high-level administrative support tasks, working on assignments that are varied and moderate-to-complex in nature, requiring a high level of technical ability, exceptional organization and excellent communication skills. Must exercise discretion and maintain confidentiality of information.

ESSENTIAL FUNCTIONS

Performs various tasks to support the network’s contract record-keeping, including database maintenance, utilizing MCN to track contract renewals and pending expirations, renewal and other clauses and terms. Responsible for tracking agreement terminations and complying with record retention and destruction per state law.

Coordinates policy management software (MCN) administration where all current Network policies, forms and miscellaneous documents are housed. May assist staff with use of MCN. May review policies before final approval for compliance with CHN’s Document Control Plan policy.

Coordinates travel arrangements for Admin staff and employment candidates to include flight arrangements, ground transportation and accommodations.

Tracks need to replenish supplies for Administration & Fiscal Departments and submits orders in Premier online software.

Responsible for Board meeting set up, ensures materials are available to Board; may prepare draft Board minutes templates or review/edit draft minutes. Serves as back-up in Board Clerk’s absence.

Leads or assists in coordinating various Network meetings and community or internal events including procuring space, arranging necessary equipment, ordering food and/or beverages, etc.

Maintains and updates filing system. Retrieves information from files when needed.

Co-maintains conference room schedules for all CHN conference rooms, Travel staff end dates calendar, and other calendars as needed.

Performs director’s and CEO’s credit card reconciliation using receipts to compare credit card invoices to determine any gaps or charges without corresponding receipts. Enters charges into accounting form.

Drafts (including graphic design adhering to CHN’s media guide and proof-reading) CHN monthly newsletter to meet deadlines, collaborating with other departments to collect content. May assist with other marketing functions such as poster or brochure design, social media, and ensuring marketing materials are stocked in CHN facilities.

Performs other duties as assigned or requested by the Executive Assistant/Marketing Director to support the overall needs of the Network and in accordance with Curry Health Network’s Mission, Vision and Shared Values.

SHARED VALUES

Service:           We serve with compassion and understanding.

Teamwork:     We are one team – each one of us makes a difference.

Curiosity:        We promote learning.

Integrity:         We live by honesty, trust, and doing the right thing by our organizational values.

MINIMUM JOB REQUIREMENTS

Education & Experience

·   A high school diploma or equivalent is required; an associate or bachelors degree is preferred.

·   Prior administrative experience in a medical setting is preferred.

·   Prior experience preparing accurate and comprehensive meeting minutes is preferred, including documenting motions, decisions, and action items. Experience with Board or other formal governing-body meetings is highly preferred.

·   Minimum of 5 years of administrative experience required.

Required Knowledge, Skills & Abilities

• Advanced proficiency in using AI-powered applications and tools.
• Advanced computer skills are required including prior experience using MS Word, Excel, PowerPoint, Outlook, and Publisher; prior use of Adobe software; prior experience using web-based applications; and an ability to learn new software applications.
• Prior experience with photo editing and graphic design software (e.g., Photoshop, Illustrator) preferred.
• Knowledge of research methods and procedures sufficient to compile data and prepare reports.
• Extremely strong interpersonal, verbal and written communication skills are required.
• Must possess a demonstrated attention to detail with high accuracy in work product.
• Ability to think, react, problem-solve and be resourceful in a fast-paced environment.
• Skills to work in a team environment and independently.
• Ability to maintain patience and composure when faced with challenging situations.
• Ability to maintain confidentiality.
• Ability to consistently provide outstanding customer service, in person and via telephone (internally with staff and providers, externally with visitors, vendors, patients).

PHYSICAL REQUIREMENTS

Physical Demands

On-the-job time is spent in the following physical activities:

None of the time: Taste or Smell

Up to 1/3 of the time: Stand, Walk, Push, Pull, Stoop, kneel, crouch or crawl

From 1/3 to 1/2 of the time: No requirement

Up 2/3 of the time and more: Sit, talk or hear, Use hands

This job requires that weight be lifted, or force be exerted as follows:

None of the time: Up to ormore than 100 pounds

Up to 1/3 of the time: Up to 50 pounds

From 1/3 to 1/2 of the time: No requirement

Up to 2/3 of the time and more: up to 10 pounds

This job has special vision requirements as follows:

Close, distance, color, peripheral, depth perception and the ability to adjust focus.

Work Environment

This job requires exposure to the following environmental conditions:

None of the time: We, humid conditions, Work near moving mechanical parts, Fumes or airborne particles, Toxic or caustic chemicals, Outdoor weather conditions, Extreme cold, Extreme heat, Risk of Electrical shock, work with explosives, risk of radiation, vibration

Up to 1/3 of the time: No requirement

From 1/3 to 1/2 of the time: No requirement

The typical noise level for the work environment is: quiet to moderate noise.

Hearing requirements: ability to hear instructions.

This job requires the following repetitive motion actions:

0 hours: Repetitive use of foot control

From 1 – 2 hours per day: Grasping firm/heavy

From 3-4 hours per day: Grasping simple/light

From 5-6 hours per day: Repetitive use of hands, Fine dexterity

From 7+ hours per day: No Requirement

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, or skills required. Duties and responsibilities may be modified at any time to meet the needs of the organization.