Administrative Assistant to Chief Operations Officer - AlohaCare

Apply on line at http://www.alohacare.org/Careers/Default.aspx

The Company:

AlohaCare is a local, non-profit health plan serving the Medicaid and Medicare dual eligible population. We provide comprehensive managed care to qualifying health plan members through well-established partnerships with quality health care providers and community-governed health centers. Our mission is to serve individuals and communities in the true spirit of aloha by ensuring and advocating access to quality health care for all. This is accomplished with emphasis on prevention and primary care through community health centers that founded us and continue to guide us as well as with others that share our commitment. As Hawaii’s third-largest health plan, AlohaCare offers comprehensive prevention, primary and specialty care coverage in order to successfully build a healthy Hawaii.

The Culture:

AlohaCare employees share a passion for helping Hawaii’s most underserved communities. This passion for helping and caring for others is internalized and applied to our employees through a supportive and positive work environment, healthy work/life balance, continuous communication and a generous benefits package.

AlohaCare’s leadership empowers and engages its employees through frequent diversity, recognition, community, and educational events and programs. AlohaCare has a strong commitment to support Hawaii’s families and reinforces a healthy work/home balance for its employees. Because AlohaCare values honesty, respect and trust with both our internal and external customers, we encourage open-door, two-way communication through daily interactions, employee events and quarterly all-staff meetings. AlohaCare’s comprehensive benefits package includes low cost medical, dental, drug and vision insurance, PTO program, 401k employer contribution, referral bonus and pretax transportation and parking program.

These employee-focused efforts contribute to a friendly, team-oriented culture which is positively reflected into the communities we serve.

The Opportunity:

To coordinate a demanding workload and provide administrative support to the Plan Operations team in the most efficient, accurate, and professional manner possible. This position requires the use of high-level judgment and initiative to determine the approach or action for non-routine situations. Tasks will require use of critical thinking to assist various department with administrative needs for special reports and other projects using clear and understandable written and verbal communication skills. The Administrative Assistant is required to complete assigned duties as this will impact the outcomes for Plan Operations Division.

Primary Duties & Responsibilities:

• Take, organize, and maintain minutes from area-wide meetings and other meetings advised by the Chief Operations Officer.
• Frequent interaction and coordination with Plan Operations leaders to include the Senior Director of Plan Operations, Senior Director of Provider Operations and other leaders within Plan Operations Division.
• Open, sort and distribute daily mail for Chief Operations Officer.
• Prepare letters, complete mass mailings, fax blasts, memos, and reports for Plan Operations leadership.
• Responsible for producing documents/projects, including complex charts, and slide presentations.
• Research and analyze a wide range of information for non-routine and confidential projects.
• Processes various documents for payments and reimbursements.
• Assist with document production and training materials.
• Demonstrates excellent customer service skills by ensuring staff and vendor relations are conducted with a pleasant and friendly attitude and responds in a timely manner.
• Maintain administrative files.
• Special projects as required and other duties and responsibilities, as assigned per departmental or organizational business needs

• Assist with preparation, tracking and maintenance of reports necessary to carry out the functions of the department.
• Prepares periodic reports for management, as necessary or requested, to track strategic initiatives.
• Perform other duties and responsibilities, as assigned.
• Responsible to maintain AlohaCare’s confidential information in accordance with AlohaCare policies, and state and federal laws, rules and regulations regarding confidentiality. Employees have access to AlohaCare data based on the data classification assigned to this job title.

Required Competencies & Qualifications:

• High School Diploma or Equivalent.
• 1-3 years of experience as an Administrative Assistant or Office Coordinator.
• Strong oral, written, and interpersonal communication skills in English, including telephone etiquette.
• Requires operation of general office equipment to include; PC, fax/copy machine and ACD Mitel Phones.
• Intermediate skills using Microsoft Office; Word, Excel, Outlook and PowerPoint.
• Achieves results while building trust by communicating in an effective way.
• Ability to multi-task and adapt to a fast-paced environment with focus on attention to detail and quality customer service.
• Flexibility and ability to analyze and problem solve using critical thinking to make sound decisions that contribute to the overall team, departmental and organizational goals.
• Positive attitude and ability to accept direction.
• Must maintain a punctual and regular schedule.
• Must be able to work independently to perform a variety of administrative and secretarial functions which require the use of judgment and initiative to determine the approach for non-routine situations.
• Ability to organize, prioritize, communicate and manage workload effectively and efficiently.

Preferred Qualifications:

• Previous experience working in the Medical or Health Plan environment
• Word Processing skills of 45-60 wpm with a high degree of accuracy with 10 Key experience

Physical Demands/Working Conditions:

• Inside working conditions.
• No environmental hazards.
• Sedentary Work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Salary range: $17.00 – $21.00 an hour

AlohaCare is committed to providing equal employment opportunity to all applicants in accordance with sound practices and federal and state laws. Our policy prohibits discrimination and harassment because of race, color, religion, sex (including gender identity or expression), pregnancy, age, national origin, ancestry, marital status, arrest and court record, disability, genetic information, sexual orientation, domestic or sexual violence victim status, credit history, citizenship status, military/veterans status, or other characteristics protected under applicable state and federal laws, regulations, and/or executive orders.