Executive Administrative Assistant Lincoln Community Health Center

Position Summary

Your job in the department is to . . .

Provide complex, high-level executive administrative support for the LCHC Director by conducting research, preparing reports and minutes, handling information requests, and performing communication and marketing functions.

Your job also involves . . .

Day-to-day support to the Health Center Director, Medical Director, and Program Managers; provide assistance to the Lincoln Community Health Council and Quality Assurance/Quality Improvement (QA/QI) Committee; and, manage the coordination of Health Resources and Services Administration (HRSA) grants.

Essential Functions/Major Responsibilities

JOB FUNCTIONS

Management Support: Provide administrative support for the Health Center Director, Health Center Medical Director, and Program Managers (Executive Team).

• Schedule appointments for Health Center Director. Review emails and alerts Director of important communications.
• Schedule Health Center 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, Quality Improvement/Quality Assurance (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 Director as assigned.

Reports, surveys, and QA/QI:

• Run electronic health record reports and compiles Quality Improvement/Quality Assurance data to support critical functions of the Health Center.
• Develop Health Center performance reports by collecting and analyzing information.
• Identify Health Center 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.  Updates Health Center Leadership.

Tracking and Coordination:

• Assist in coordinating, reviewing, editing, maintaining, and organizing Department 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 Health Center 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, Health Center Director, 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 Director and Program Managers.
• Prepare requisitions, vouchers, purchase order.

Typical Qualifications

MINIMUM QUALIFICATIONS

Minimum Education Level: Associates and/or Professional Certification

Minimum Experience Level: Four-Five years.

Specifics: 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 Health Center Director.

Other Licenses:

Specifics: Must be able to pass the department’s security clearance standards including personal references, professional references, and a criminal history check.

Desirable Qualifications: An associate degree and experience working within a governmental or private non-profit health care system.

KNOWLEDGE, SKILLS AND/OR ABILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The required knowledge, skills and/or abilities are listed below:

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.

Skill or ability to:

• Evaluate data and to prepare clear and concise reports.
• Capable of organizing work to meet deadlines and multiple priorities.
• Ability to maintain confidentiality.
• Use web technologies, marketing strategies, and event planning.
• Strong ability to use initiative and judgment in carrying out tasks with minimal supervision.
• Convey information, ideas, and facts both orally and in writing to supervisors, colleagues, and individuals, inside and outside the county, using language and a format the audience will best understand.
• Utilize computers and other technology to communicate in written and verbal forms (e.g., word processing, texts, emails, spreadsheets, department-specific software).
• Effectively relate well with others, including supervisors, colleagues, and individuals inside and outside the county.  Exhibit a professional manner in dealing with others and working to maintain constructive working relationships.
• Take personal responsibility for the quality and timeliness of work.  Show up to work on time, and follows instructions, policies, and procedures.  Meet productivity standards, deadlines, and work schedules.

Job Conditions and Physical Demands

WORKING CONDITIONS

Job Conditions: Normal office conditions and working hours.

Work Location: Lincoln County

Travel: None

PHYSICAL DEMANDS

The physical demands are typical of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical capability to handle high mobility demands and complex personal interactions.

• Physical Ability: Tasks involve the ability to exert very moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds).
• Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability. Some tasks require the ability to perceive and discriminate sounds.
• Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.

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.