What are the responsibilities and job description for the Executive Assistant/Administrative Supervisor position at Options for Southern Oregon?
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Benefits include:
- Family medical, dental, long-term disability, 403(b) plan with 6% match, and more.
- Generous paid time off policy. (Annual accrual up to 208 hours - based on FTE status and available to use upon accrual). Plus, 11 paid holidays annually.
- Bonus Applicable to external applicants only, and limitations for re-hires will apply.
Hours: Monday-Friday 8AM-5PM
Overview
The Executive Assistant/Administrative Supervisor provides direct administrative support to the Executive Director, coordinates and tracks administrative functions within their scope and provides overall supervision and coordination of administrative staff and their work at Options’ Administrative Office. Direct assignments may require independent preparation, review and follow-through while engaging other staff and community partners as needed. There is significant initiation of activities within scope of duties. Ability to troubleshoot, promote positive and productive interactions with others, communicate progress and areas of need to the Executive Director. This professional position operates with very little supervision. Professionalism, attention to detail, strong organizational skills, competency in MS Office applications and grammatically correct correspondence/communication, and ability to maintain confidentiality are critical skills for this position.
Responsibilities
Initiates and completes projects as directed by the Executive Director and some tasks specific to the Chief Operations Officer scope of work, monitors timelines and adjusts priorities. Provides timely updates to Executive Director and Chief Operations Officer.
Provides oversight, direction, scheduling and coordination of support services at Options’ Administrative Office. Provides back-up to support service and reception functions as needed.
Contract coordination including compiling, review (for completeness and grammatical accuracy), processing and tracking including communication with subcontractors and the Oregon Health Authority.
Compiles data for grant and compliance reporting.
Facilitates communication and productivity within and between departments.
Schedules meetings for director with high-profile contacts in a professional manner.
Coordinates all aspects of the Board of Directors meetings. Takes, prepares, and distributes meeting minutes and materials for Board and interagency meetings.
May coordinate specific meetings or training sessions, handling logistics and tracking attendance. May occasionally arrange refreshments within budget, setting up, and cleaning up.
Coordinates special projects or other departmental activities.
Works with highly sensitive and confidential information, professionally maintaining strict confidentiality.
Proofreads and updates documents for submitting to external agencies.
Participates in orientation and training of new employees as requested.
Qualifications
Bachelor’s degree in Business Administration or a related field a plus, OR the equivalent combination of education and experience.
Demonstrated related experience performing high-level administrative support responsibilities.
Possess business experience sufficient to meet the demands of the position, including proficiency with a variety of software applications.
Must pass state-required background and DMV checks; Candidate must be able to work independently and flexibly, under general supervision.
Options for Southern Oregon recognizes that in order to best serve the healthcare needs of our communities and fulfill our mission, we must learn, grow, incorporate, and value the principles of diversity, equity, and inclusion in our work and in our lives. We are committed to the continued development of an aware, diverse, and culturally responsive workforce and an organizational culture that is supportive and affirming for all staff and clients. Options acknowledges that incorporating EDI principles in our practices is an ongoing learning process and we are committed to using our voice to effect positive change. We recognize that making an impact on health inequities in our community will take more than just a statement and, to this end, our goals, planning, and actions aim to promote and develop equitable and effective health care services to reflect the needs of our diverse communities.
Options for Southern Oregon provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
