Senior Executive Assistant

About the role

Department Overview The Office of Payor Strategy and Health Plan Services is guided by the Quintuple Aim: improve health and outcomes/the health of populations, advance health equity, enhance patient experience, promote care team well-being, manage the per capita cost of care. This office fuels OHSU Health system growth through payor partnerships and by evolving a clinically integrated provider enterprise and value-based care programs to best-in-class models.   The Senior Executive Assistant provides confidential and complex administrative services in a fast- paced, highly productive and diversified environment. The purpose of this position is to perform a wide variety of administrative and support tasks for Health Plan Services and the Office of Payor Strategy, which includes Managed Care Contracting.   This position provides executive administrative support to the Chief Administrative Officer and Executive Medical Director of Health Plan Services, supporting their day-to-day duties; with additional support for the VP of Payor Strategy, the Director of Managed Care Contracting, and other team members. Responsibilities include but are not limited to complex meeting scheduling; facilitation and support of multiple board and committee meetings; event coordination and logistics; document and meeting material maintenance; travel arrangements; and purchase management and financial reconciliation. Other duties may include timekeeping, acting as an IT contact (ITC). This position functions as a team resource to provide guidance, training, and additional assistance where appropriate.   The Senior Executive Assistant must have excellent time management and interpersonal skills in meeting time-sensitive requests from internal collaborators and external partners. This individual must be detail-oriented, able to multi-task and adapt quickly in dynamic circumstances and always demonstrate a professional demeanor.   This is a hybrid position with expectation to be onsite to support in-person meetings and events. Function/Duties of Position Meeting Coordination & Support Facilitate and support regular meetings of the OHSU Health Clinically Integrated Network (CIN), including: Board of Directors – bimonthly Finance & Plan Review (FPR) Committee – monthly Clinical Value & Quality (CVQ) Committee – bimonthly Facilitate and support regular meetings of the OHSU Health Integrated Delivery System (IDS), including: Board of Directors – quarterly Clinical Value & Transformation (CVT) Committee – monthly Facilitate and support the CIN/IDS Credentialing subcommittee, held monthly Coordinate quarterly in-person leadership retreats; manage logistics, including space, refreshments, A/V and supply needs; facilitate via notetaking, recording, and/or slide presentation Coordinate annual/semi-annual all-team retreats; manage logistics, including space, furniture, refreshments, A/V and supply needs; facilitate event, balancing participation with ensuring schedule and activities run smoothly Coordinate with executives on agendas; gather, proofread, format, and compile meeting materials; communicate with meeting participants, distributing secure materials appropriately;  Attend and facilitate meetings, including recording, presenting materials, and managing technical elements in virtual environments  Compose meeting minutes based on compliance requirements; maintain storage of materials and documentation Respond to inquiries for records when audits request meeting documentation, such as redacted minutes  Executive Support to Chief Administrative Officer and Executive Medical Director of Health Plan Services Manage complex scheduling priorities and coordinate day-to-day meetings and activities; advise executives on time commitments, obligations and schedule conflicts; ensure protected time based on executive preferences when possible Coordinate travel arrangements including air, hotel, conference registration, etc.; facilitate reimbursement of travel expenses Provide ad hoc scheduling support for Health Plan Services leaders and team members, especially with external partners.  Facilitate invoice payments, purchases, using p-card or purchase requisition; process reimbursements upon request Draft and proof written materials such as correspondence, presentations, organizational charts, agreements, contracts, etc. Department Operations support Serve as IT Contact (ITC): submit/track technology and equipment requests/orders, i.e. laptops, cell phones, monitors; order software; attend ITC meetings and communicate updates/highlights; related technology resources for staff and leadership  Serve as Kronos timekeeper: process requests for adjustments; manage regular reminders to staff; provide support for inquiries or issues Financial responsibilities: P-card purchases (conference registration, subscriptions, services, supplies, etc.) and reconciliation; invoice processing via PO/requisition system Review and sort incoming mail; scan and distribute appropriately Process and deposit annual CIN provider member dues checks  Provides backup administrative support for other administrative staff during vacations and emergency situations. Assist with recruiting and new employee onboarding: in coordination with Healthcare HR, ensures new hire paperwork is completed (and assist with this as needed), assists new employees with new-hire training (HIPAA, RAU, etc.), helps new employees with any challenges that may arise (payroll, timekeeping, etc.). Work cooperatively and in collaboration with other executive support staff to perform various office duties and projects as assigned.  Other duties as assigned. Required Qualifications Bachelor’s degree in relevant field One (1) year of administrative experience OR Equivalent combination of education and experience. Must demonstrate advanced organizational skills and experience handling confidential information. Job Related Knowledge, Skills and Abilities (Competencies): Demonstrated professionalism and integrity; skill in exercising tact and good judgment when representing executives and the ability to interact effectively with individuals all levels of organization. Demonstrated ability to anticipate needs and problems, and to re-prioritize tasks in order to address changing priorities. Ability to be flexible in a constantly changing environment as well as being a change agent.  Ability to self-manage, while also having the ability to work as part of a team on various assignments, projects and tasks.  Excellent interpersonal skills; must be able to communicate effectively and clearly; and have the initiative and ability to work with diverse groups. Demonstrated advanced computer skills required, including set-up and use of audio-visual equipment and software and ability to learn and adapt to changing technologies.  Demonstrated advanced level skill in Microsoft Office Suite (MS Word, Excel, PowerPoint and Sharepoint). Ability to take and prepare accurate meeting minutes for multiple committees.  Preferred Qualifications Highly prefer senior level executive support experience in academic health center or research institute setting. Additional Details Benefits Medical, dental and vision coverage at low or no cost to employees Covered 100% for full-time employees and 88% for dependents Several retirements plan to choose from! – Oregon Public Service Retirement Plan and University Pension Plan, voluntary savings plans (403b, 401a and 457b)   Up to 200 hours (equal to 25 full days) a year of paid time off 96 hours of sick leave a year (prorated by FTE status) Commuter subsidies Annual Raises Employee discounts to local and major businesses Growth/Development Opportunities Why apply to OHSU? We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact