What are the responsibilities and job description for the Executive Administrative Assistant - Primary Care position at Lincoln County?
JOB
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
EXAMPLE OF DUTIES
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 materialsPerform general office duties such as preparing correspondencePerform 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 requirementsRemain 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
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
EXAMPLE OF DUTIES
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 materialsPerform general office duties such as preparing correspondencePerform 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 requirementsRemain 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
