Administrative & Executive AssistanceAdministrative Support
About the job
Requirements
High school diploma or equivalent.
Working knowledge of and proficiency in multiple business software applications, including Microsoft Office Suite.
Typing speed of 40 words per minute.
Knowledge of general business office machine operations.
A valid California driver’s license and proof of current automobile insurance compliant with Partnership policy are required to operate a vehicle and travel for company business.
Effective written communication skills.
Attention to detail and organization skills, with the ability to prioritize assignments, maintain effective filing systems, and meet deadlines.
Ability to use good judgment and handle confidential and sensitive issues with tact and diplomacy.
Ability to move, carry, or lift objects of varying sizes weighing up to 25 pounds when required.
HealthPlan employees are expected to provide the highest possible level of service to clients, promote teamwork and cooperative effort among employees, maintain safe practices, and abide by the HealthPlan’s policies and procedures.
Responsibilities
Provide administrative support to the department head, leadership team, and staff as assigned.
Field telephone calls.
Receive and direct visitors.
Maintain assigned calendars and schedules.
Schedule and coordinate meetings.
Print and distribute meeting packets.
Create and process expense reports.
Create correspondence, forms, reports, graphs, visual presentations, and other related documents.
Place catering orders.
Capture and publish meeting minutes and other correspondence as directed.
Develop, format, and distribute information to internal and external stakeholders.
Order and maintain department supplies.
Create travel requests and travel arrangements as needed, including airfare, hotel, rental cars, and registration.
Maintain organization charts.
Maintain effective filing systems.
Create, submit, and track departmental training requests and other documents to completion as directed.
Ensure department employee timesheets are approved according to payroll timelines.
Work with department leadership to develop and submit monthly update reports and documents according to schedule or direction.
Plan and coordinate department events, such as department meetings and team-building activities, and assist with organization-wide events if needed.
Perform other duties as assigned.
Desired Qualifications
Knowledge of medical terminology.
Overview
To provide administrative support to the department head, leadership team, and staff as assigned.
Responsibilities
Fields telephone calls. Receives and directs visitors. Maintains assigned calendars and schedules. Schedules and coordinates meetings. Prints and distributes meeting packets. Creates and processes expense reports. Creates correspondence, forms, reports, graphs, visual presentations, and other relateddocuments. Places catering orders. Captures and publishes meeting minutes and other correspondence as directed. Develops, formats, and distributes information to internal and external stakeholders. Orders and maintains department supplies. Creates travel requests and travel arrangements as needed (airfare, hotel, rental cars,registration). Maintains organization charts. Maintains effective filing systems. Creates, submits, and tracks to completion departmental training requests and otherdocuments as directed. Ensures department employee timesheets are approved per payroll timelines. Works with department leadership to develop and submit monthly update reports anddocuments per schedule or direction. Responsible for department event planning and coordination (i.e. department meetings,teambuilding’s, etc.) and may assist with organization wide events if needed. Other duties as assigned.
Qualifications
Education and Experience
High school diploma or equivalent.
Special Skills, Licenses andCertifications
Working knowledge of and proficient in multiple business softwareapplications including Microsoft Office Suite. Knowledge of medicalterminology preferred. Typing speed of 40 wpm. Knowledge of generalbusiness office machines operations. Valid California driver’s licenseand proof of current automobile insurance compliant with Partnership policy are required to operate a vehicle and travel for company business.
Performance Based Competencies
Effective written communication skills are required. Excellent attentionto detail and organization skills with ability to prioritize assignments,maintain effective filing systems, and meet deadlines. Ability to usegood judgment and handle confidential and sensitive issues with tactand diplomacy.
Work Environment And Physical Demands
Works in a standard cubicle workstation. More than 50% of work timemay be spent sitting or standing in front of a computer monitor. Whenrequired, ability to move, carry, or lift objects of varying sizes,weighing up to 25 lbs.
All HealthPlan employees are expected to:
Provide the highest possible level of service to clients;
Promote teamwork and cooperative effort among employees;
Maintain safe practices; and
Abide by the HealthPlan’s policies and procedures, as they may from time to time be updated.
HIRING RANGE:
$29.9535 - $35.1954
IMPORTANT DISCLAIMER NOTICE
The job duties, elements, responsibilities, skills, functions, experience, educational factors and the requirements and conditions listed in this job description are representative only and not exhaustive or definitive of the tasks that an employee may be required to perform. The employer reserves the right to revise this job description at any time and to require employees to perform other tasks as circumstances or conditions of its business, competitive considerations, or work environment change.