Administrative and Office Assistant- Des Moines, IA

VISION & MISSION

The Iowa Primary Care Association’s (Iowa PCA’s) vision is health equity for all.  Our mission is enhancing community health centers’ capacity to care. All employees of the Iowa PCA are expected to represent the company vision and mission.

PURPOSE OF POSITION

The Administrative & Office Assistant provides administrative support to Senior Director staff and specific committees and work groups. This position assists all staff on priority tasks as assigned. . Under the direction of the CFO, the Administrative & Office Assistant will be responsible for a variety of administrative functions and office management activities for the organizations to ensure smooth and timely operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

Senior Director Support

  • Effectively schedules appointments, and meetings for Senior Directors and their assigned committees and work groups as needed.
  • Assists Senior Directors with travel as needed including flights, hotel reservations, and conference registrations.
  • Prepares Senior Directors’ payroll and expense reimbursements.
  • Composes, edits, and proofreads professional business
  • Prints, collates, distributes, and files materials at the request of Executive Assistant to the C-Suite and Senior Directors.
  • Assists Senior Directors and Human Resources with recruitment and onboarding activities, as directed.

Project Specific Support

  • Administratively supports responsible and accountable team members for committees, work groups, and projects as assigned including meet scheduling, agenda development, meeting notes, and communication with attendees. Specifics listed below- may not be all inclusive.
  • Project ECHO All Staff Meetings and other large meetings.
  • IH+ Clinical Quality Committee, Consumer Advisory Committee, and VBC Task Force
  • IH+ Quarterly Leadership Meetings with all 11 CHCs.
  • MCO partners (Amerigroup and Iowa Total Care).
  • IH+ Roadmap 2.0 (Canton Team).
  • Transformation Collaborative Meetings

Other Administrative Support

  • Makes weekly check deposits.
  • Serves as a backup point of contact for maintaining administrative calendar and distribution list spreadsheet for recurring meetings and assist in efforts to identify conflicts and coordinate solutions with impacted staff as needed.
  • Assist Executive Assistant as needed with event and meeting preparation to include but not limited to administrative activities for Iowa PCA Annual Conference, internal and external training sessions and meetings, All Staff meetings and Monthly Connections. May occasionally serve as onsite contact for offsite meetings to ensure successful day-of event execution.
  • Provide administrative support (such as scheduling, agenda creation, and note taking) to Operations and Employee Engagement Team meetings and Internal Operations monthly meetings.
  • Assists Human Resources department with various duties, such as scheduling interviews and leadership trainings, new hire orientation and posting new staff “Get to Know Me” information to the Intranet..

Office Management

  • Greet guests and maintain a neat and welcoming office environment.
  • Administers organization’s overall day-to-day office activities, including the ordering of office materials and equipment generally and upon staff request.
  • Represents the organization internally and externally in a courteous, professional manner projecting a positive public image. Is welcoming to visitors and expresses a confident, positive tone with staff.
  • Serve as main point of contact to greet guests in a timely and friendly manner, inform involved staff of guest arrivals and provide meeting location directions or give instructions to guests; offer coffee/water/soda.
  • Manages the organization’s main phone line and transfers calls in a friendly manner to appropriate staff.
  • Coordinates with vendors as appropriate and maintains overall housekeeping, maintenance, and repairs of office facilities.
  • Analyzes and organizes office operations and procedures such as filing systems, formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of
  • Manages all office contracts and signed agreements and maintains relationships with vendors.
  • Distributes mail and packages daily.
  • Keeps beverage cooler filled for meetings and guests.
  • Ensures food and beverage and needed serving utensils are available and prepared for large in office meetings named above
  • Ensures printer room is organized and boxes are opened, and contents distributed
  • Manages calling vendors and setting timelines for system down product fixes (printer, refrigerator, coffee machine, ice machine, etc.)
  • Puts requests in for new hire key cards and deactivations.
  • Ensures refrigerator is cleaned out of all expired items weekly and dish washer is started nightly.
  • Responsible for the overall cleanliness of break room and common areas.

Expected Values and Behaviors:

The person in this position will be expected to model our workplace values which are:

  • Collaborative – We are one team. Celebrate success together. Learn from failure together. Willing to embrace change and responsive to each other. We can and should depend on each other. Share your work and ask questions. Offer to help, offer to learn, and offer solutions to problems.
  • Accountable – We work for health centers and we work with each other. Tell the truth, keep your word, listen, and make it better. Expect excellence from yourself and others.
  • Respectful – Approach every interaction with thoughts of equity, inclusion, and humility. We are one organization, and we are many people. We understand our differences and are better for it. Welcome feedback of all kinds. We are all learning something.
  • Deliberate – Always understand the problem before trying to solve it. Nothing should be done without a purpose. Unite around common goals, visions, and strategies.
  • Proactive – We seek opportunities to learn and prepare for future challenges. Everyone is responsible, expected and empowered to prepare us for the future. Train and plan for what comes next and who comes after us.
  • Transformative – We empower systems change with a lens of excellent healthcare, health equity and compassion. Or health centers lead the way; we will clear the way. Adapt to changing circumstances and improve through adversity.

Telecommuting and Travel:

This position is required to be on-site five days per work week.

Some travel may be required to community health centers via vehicle or conferences via air travel.

 

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

 

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

  • Associates degree required, Bachelor's degree preferred, from an accredited community college or college/university, with major course work in business administration, public administration, human resource or a related field.
  • Minimum of three years of administrative support to senior leaders or vice presidents and office management experience.
  • Extensive software skills with MS Office required, as well as Internet research abilities and strong communications skills.
  • This position requires a working knowledge of English, punctuation, spelling, arithmetic, modern office practice and procedures, and skills to operate business office machines.
  • Motivated, organized and focused with an attention to detail and maintain the highest degree of professionalism, confidentiality, discretion, tact, and flexibility, and have the ability to prioritize and manage multiple tasks.
  • Ability to remain calm, cheerful and professional in stressful situations and focused amid constant interruptions in a fast-paced environment, while working with all levels of internal management and staff, as well as outside contacts.
  • Outgoing, warm and friendly attitude.

Language Skills:

Ability to read and interpret documents and operating and procedure manuals. Ability to write routine reports and correspondence.

Mathematical Skills:

Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.

Reasoning Ability:

Ability to solve practical problems. Ability to interpret instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

To perform this job successfully, an individual must have knowledge of Microsoft Office programs, including email/calendar, spreadsheets, word processing, databases, and presentations.

Physical Demands:

The physical demands described here are representative 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. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to sit and use hands to handle or feel. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Professional business office work setting.

Additional Info

  • Specialty: Iowa Primary Care Association
  • Position Type: Full Time
  • Location: Des Moines

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