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Job Description:1. GENERAL POSITION INFORMATIONPosition Name&nbsp;: Executive Assistant to the PresidentClassification: ExemptFTE: 1.0 Full-TimeWork Hours: 37.5 HoursDepartment/Division: Executive AdministrationSupervisor: PresidentBenefits: Comprehensive benefits package including employer paid and employer sponsored health, dental and vision insurance plan options. 403(b) retirement plan with up to 10% match after one year. Tuition waiver eligibility for UWS academic programs after one year of employment. Free and reduced cost care in the campus health center for employees and their immediate family members. Paid vacation, sick, wellness time and holidays.2. POSITION SUMMARY<ul><li>The Executive Assistant helps to ensure smooth and orderly operation for the Office of the President by providing administrative support to the President and members of executive leadership as identified/appropriate.Reporting todirectly to the President of the University, the Executive Assistant provides complex and confidential support requiring discretion, initiative, and sound judgement in matters of significance.&nbsp;</li></ul><ul><li>The primary responsibilities include coordinating calendars; support for Board of Trustees’ meetings and events, serving as Board liaison; arranging meetingsfor institutional events (both onsite and offsite); event logistics; assisting in preparation of documents and materials; developing and formatting presentations; processing paperwork; and providingassistance to students, employees, and the public as needed</li></ul><ul><li>This position requires a high degree of confidentiality and discretion and involves interactions with both internal and external constituents – staff, faculty, students, trustees, and partners.</li></ul><ul><li>Strong attention to detail, the ability to problem solveand to multi-task in a fast-paced environment are also necessary to meet the responsibilities of the position.&nbsp;</li></ul><ul><li>Establishes and maintainsa welcoming, hospitable and professional communication with the Board of Trustees, administration, staff, faculty, students and various other stakeholders of the university on behalf of the president and executive administration.&nbsp;</li></ul>3. KEY RESPONSIBILITIESScheduling and Managing Meetings/Events (55%):<ul><li>Facilitates flow of communication to and from the President’s office, receiving internal and external correspondence, prioritizing for review and/or response by the President and responding to time-sensitive matters.</li></ul><ul><li>Oversees and maintains the President’scalendars including organizing and ensuring notice to stakeholders for meetings and other gatherings involving or on behalf of the President. Manages other executive leaders’ calendars as appropriate.&nbsp;</li></ul><ul><li>Serves as liaisonfor the Board of Trustees, facilitating activities and matters of institutional significance for the Board on behalf of and in concert with the President.&nbsp;</li></ul><ul><li>Manages and coordinates administrative support for meetings including Board responsibilities, Board portal management, materials creation, dissemination, agenda-setting, minutes, etc.&nbsp;</li></ul><ul><li>Plans logistical arrangements for various meetings and events including but not limited to venue, catering, room accommodations, audiovisual, travel, etc. Provides logistical support for meetings via web conference platforms.</li></ul><ul><li>Prepares agendas and distributes materials for meetings; records minutes at meetings as assigned, ensures minutes are posted on the university’s internal document managementsystem.</li></ul><ul><li>Arranges and coordinates special eventsfor and on behalf of the President or other university leaders.</li></ul>Daily Functions to Support the Office of the President(35%):<ul><li>Acts as a liaison for the Presidentby answering incoming telephone calls, quickly imparting information and responding to requests and inquiries; appropriately routing calls, taking messages, and ensuring that communication to and from the President’s office is positive and effective.</li></ul><ul><li>Welcomes, prepares for, and assists visitors to the Office of the President.</li></ul><ul><li>Checks Office of the President email daily. Coordinate with president or executive team members to review and respond to inquiries.</li></ul><ul><li>Maintains appropriate and effective filing system for the Office of the President. Process confidential documents and records and ensure confidentiality of these records and relatedconversations.</li></ul><ul><li>Orders and manages office supplies for the Office of thePresident.</li></ul><ul><li>Completes and processes travel reimbursement forms; reconciles and reports credit card statements with receipts. Calculate mileage, per diem, lodging, and otherexpenses.</li></ul><ul><li>Processes and documents invoices for ExecutiveAdministration.</li></ul><ul><li>Performs other duties asassigned.</li></ul>Special Projects&nbsp;(10%):<ul><li>Researches, prioritizes and follows-up on multiple issues and concerns addressed to Office of the President, including those of a sensitive and confidential nature.</li></ul><ul><li>Executes special projects,implements and completes specific projects assigned by the Administrative Manager or Executive Administration.&nbsp;This may include varying levels of ability to initiate, plan, organize, oversee and complete complex tasks and events.</li></ul>4. UWS CORE VALUESBest Practices:&nbsp;We maintain high standards by using and integrating evidence across multiple disciplines.Curiosity:&nbsp;We are innovative, open minded, and forward thinking.Inclusiveness:&nbsp;We are respectful, mindful, and welcoming of different ways of being, thinking, and doing.Professionalism:&nbsp;We are responsible, respectful, and accountable.Student-Focus:&nbsp;We work for the common good of students’ academic and professional success.Whole-Person Health:&nbsp;We promote physical, mental and emotional wellness in all facets of the UWS experience.5. POSITION QUALIFICATIONSRequiredEducation &amp; Training: Bachelor’s degree or a combination of education and related workexperience.Experience: Minimum three (3) years’ experience as an assistant to a senior administrator or equivalent position.Related Knowledge, Skills &amp; Abilities: Computer Expertise: MS Office Suite (Word, Excel, PowerPoint, Outlook.); Adobe; e-mail applications; web conferencing systems ZOOM and web-based applications. Able to input, organize and evaluate basic and complex data and information in electronic format; Highly effective oral and written communication skills; Occasionally work evening and weekend hours as requested; Demonstrate ability to think quickly and act appropriately in emergency situations; Ability to adapt and adjust to last minute changes; Willing to learn and take on tasks of increasing responsibility.&nbsp;PreferredExperience: Previous higher education experience strongly preferred.Related Knowledge, Skills &amp; Abilities: Experience with Teams6. APPLICATION, SCREENING AND HIRING PROCESS:Screening of applicants will begin immediately, and the position will remain open until filled. To apply, please submit a resume and cover letter; you may attach your materials as Word or PDF documents.University of Western States conducts background checks for the finalist or finalists of staff and faculty positions. The type of background check will vary by position type.University of Western States offers a generous compensation and benefits package, as well as the opportunity to work for a leader in the field of education. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below.<a href="https://www.uws.edu/about/employment/" target="_blank">https://www.uws.edu/about/employment/</a>University of Western States is an Equal Opportunity Employer.

University of Western States

Executive Assistant

Job Description:1. GENERAL POSITION INFORMATION Position Name: Clinic Office ManagerClassification: ExemptFTE: 1.0Work Hours: Monday-Friday 8:00am – 4:30pmDepartment/Division: Clinic ServicesSupervisor: Associate Vice President for Clinic Services and Community-Based Clinical EducationLocation: Onsite, 8000 NE Tillamook St., Portland, OR 97220Benefits: Comprehensive benefits package including employer paid and employer sponsored health, dental and vision insurance plan options. 403(b) retirement plan with up to 10% match after one year. Tuition waiver eligibility for UWS academic programs after one year of employment. Free and reduced cost care in the campus health center for employees and their immediate family members. Paid vacation, sick, wellness time and holidays.2. POSITION SUMMARY The Clinic Office Manager supports patient care services by:1. Monitoring healthcare operations compliance with respect to local, State, and Federal regulations, including HIPAA.2. Providing leadership to the team of Patient Service Representatives (PSRs) to ensure exceptional patient experiences.3. Collaborating with program leadership to effectively manage student intern and clinician schedules.4. Ensuring the appropriate maintenance and certification of clinic equipment and adequate supply of clinical inventory.3. SUPERVISOR RESPONSIBILITIES # of employees this position supervises: 4Job titles of employees supervised: Patient Service Representatives4. KEY RESPONSIBILITIESHealthcare operations compliance (50%):<ul><li>Maintain a centralized database of compliance documents for clinical personnel including proof of licensure, CPR/BLS, and CE.</li><li>In collaboration with the AVP and Human Resources, administer required training in HIPAA, FERPA, and Title IX for all clinic personnel.</li><li>Ensure physical and electronic documents are handled in a secure, HIPAA compliant manner.</li><li>Ensure the records request process is secure and HIPAA compliant.</li><li>Routinely monitor healthcare operations for compliance purposes.</li><li>Generate end of month patient visit reports.</li><li>Close encounters in EPIC HER.</li><li>In collaboration with the AVP, implement a quarterly compliance audit process.</li><li>Serve as a designated site specialist, and the primary liaison between UWS and OCHIN, including OCHIN billing services (OBS). This includes ensuring the EHR is being used optimally, and patient encounters are being coded and discounted appropriately.</li></ul><ul><li>Ensure compliance with the clinic’s fee schedule.</li><li>Serve as the clinic’s designated records custodian, including being the liaison with 3rd parties (e.g., attorneys).</li><li>In collaboration with the PSRs, monitor the patient’s experience through feedback and resolution of concerns, escalating appropriately when necessary.</li><li>Support Diagnostic Imaging operations in collaboration with the Director.&nbsp;</li><li>Collaborate with facilities on emergency preparedness plan design and drill execution including recording of trainings.</li><li>In collaboration with PSRs, ensure voicemails are returned in a timely manner and mail is filed daily.</li><li>Process clinic deposits and report financials to the business office weekly.</li></ul>Providing leadership to the team of PSRs (30%):<ul><li>Supervise and manage PSRs</li><li>Ensure adequate staffing with front desk coverage between clinic operating hours. This may require the office manager to cover as needed.</li><li>Oversee PSR duties, including checking patients in for appointments, scheduling new and follow-up appointments, fulfilling records requests, managing patient complaints, scanning and indexing clinic documents, and administering quality surveys.</li><li>Conduct regular check-ins with all direct reports to monitor performance, track progress on the completion of work duties and responsibilities and discuss successes and challenges.</li><li>Conduct annual performance evaluations for all direct reports.</li></ul><ul><li>Maintain safe and healthy work environment by establishing and enforcing organization standards and adhering to legal regulations.</li></ul>Managing scheduling (15%):<ul><li>Collaborate regularly with program leadership in all academic programs to ensure clinician and student scheduling needs are met.</li></ul>Clinic equipment and inventory (5%):<ul><li>Ensure supplies and inventories are fulfilled and within budget to effectively operate and deliver a positive patient experience.</li><li>Collaborate with AVP on the development and oversight of the annual clinic budget.</li><li>Maintain a centralized database for annual equipment maintenance.</li><li>Maintain a centralized database for clinic supplies.</li><li>Ensure vendors are paid when due. &nbsp;</li></ul>5. UWS CORE VALUESBest Practices:&nbsp;We maintain high standards by using and integrating evidence across multiple disciplines.Curiosity:&nbsp;We are innovative, open minded, and forward thinking.Inclusiveness:&nbsp;We are respectful, mindful, and welcoming of different ways of being, thinking, and doing.Professionalism:&nbsp;We are responsible, respectful, and accountable.Student-Focus:&nbsp;We work for the common good of students’ academic and professional success.Whole-Person Health:&nbsp;We promote physical, mental and emotional wellness in all facets of the UWS experience.6. EXPECTED COMPETENCIES FOR SUPERVISORS Developing &amp; Retaining Talent: Ability to recruit, retain, and develop high performing individuals aligned with UWS’ core values and institutional goals. Completes performance reviews and development plans for all direct reports on time. Ability to provide constructive feedback and coaching to direct reports, including individuals who are underperforming.Managing &amp; Stewarding Resources: Prepares budget(s) to appropriately support department/division functions and goals. Meets or exceeds performance goals and budget targets. Effectively manages departmental resources and processes and seeks opportunities to create efficiencies. Effectively manages relationships with vendors and/or contractors.Leading &amp; Managing Change: Promotes a culture of continuous improvement within department/division with a focus on effective and efficient processes and procedures. An openness to change and the ability provide leadership and clear communication to stakeholders throughout the change process. Engages employees in the change process and develops commitment for sustaining change.7. POSITION QUALIFICATIONSRequiredEducation &amp; Training: High school education or equivalentExperience: 1-3 years’ experience in supervisory role within a healthcare settingRelated knowledge, Skills, and Abilities: Effective communication skills, leadership/team building, and strong organizationPreferredEducation &amp; Training: Bachelor’s degreeCertifications &amp; Licenses: Project management certificationExperience: 3-5 year's experience in supervisory role within healthcare settingRelated knowledge, Skills, and Abilities: Creating clinic budgets, and effective management of labor productivityOther Qualifications: EPIC electronic medical record experience8. APPLICATION, SCREENING AND HIRING PROCESS:Screening of applicants will begin immediately, and the position will remain open until filled. To apply, please submit a resume and cover letter; you may attach your materials as Word or PDF documents.University of Western States conducts background checks for the finalist or finalists of staff and faculty positions. The type of background check will vary by position type.University of Western States offers a generous compensation and benefits package, as well as the opportunity to work for a leader in the field of education. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below.<a href="https://www.uws.edu/about/employment/" target="_blank">https://www.uws.edu/about/employment/</a>University of Western States is an Equal Opportunity Employer.

2 Administrative Jobs in Beaverton, OR, USA