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Optum Administrative Assistant III in Everett, Washington

The Clinical Education department is seeking an Administrative Assistant III to join their team full time to work in Everett, WA. Remote option available.

The Everett Clinic, a part of Optum, offers excellent benefits including free onsite parking, retirement savings plan, tuition reimbursement, paid time off and holidays, health insurance as well as, professional growth opportunities.

The Administrative Assistant III functions as an integral member of the team and is responsible for:

Administrative Support -

  • Provide clerical and administrative support for Clinical Education Director and team including but not limited to calendar management, meeting coordination, managing agendas and meeting minutes, project management and support, handling confidential materials, non-routine information and general administration matters, word processing, proofreading, file and e-file management, and other administrative tasks.

  • Coordinates meetings, prepares agenda, documents meeting minutes and distributes materials electronically for department/committee meetings; coordinates meeting management, room setup, data collection and reporting.

  • Manages and coordinates intranet updates and resources.

  • Prepares and coordinates distribution of department and initiative relevant communication throughout the clinic through a variety of modalities (i.e. email, newsletter, LMS, etc.)

  • Maintains and orders departmental and classroom supplies to support department and clinical education needs throughout the clinic.

  • Coordinates and manages Core Competency components, including room scheduling, supply ordering, managing readying materials, roster tracking, communication distribution.

  • Processes, tracks, and organizes Preceptor Payroll process and Preceptor Program workflows.

  • Processes, tracks, and coordinates Medical Assistant (MA) Progression Plan workflow, applications, MA Progression Plan Oversight Committee meeting needs, and resources that support the program.

  • Coordinates and manages Registered Nurse Residency Program components, including room scheduling, supply ordering, managing readying materials, roster tracking, communication distribution.

  • Coordinates and schedules classes and continuing education for clinical education purposes, this includes coordination with Learning Management System (LMS) administrators and intranet resources.

  • Maintains file and e-file management of all continuing education class agendas, curriculum, certificates, and rosters per regulatory guidelines.

  • Prepares, reconciles, and/or processes various reports, including expense reports, corporate credit card reports, mileage log, attendance, invoices etc.

  • Coordinate special projects for clinical education team, which may include: planning and coordinating multiple presentations, disseminating information.

Clinical Policy and Protocol Management -

  • Provides workflow oversight related to all incoming policy and protocol requests, exhibiting a high attention to detail.

  • Manages policy management software and keeps inputs up to date.

  • Provides administrative and workflow support throughout clinic related to policy and protocol development.

  • Trains teammates on policy management software use and flow.

  • Maintains online resources related to policy and protocol development and management.

PREFERRED QUALIFICATIONS:

Note that these requirements are representative, but not all-inclusive, of the knowledge, skill, and ability required to perform this job.

  • Knowledge: Knowledge of medical terminology desirable. Expertise in Word, Excel, Publisher, Visio, Power Point, SharePoint, and Internet computer applications. Working knowledge of organization policies, procedures, and systems.

  • Skills: Excellent verbal and writing skills. Professional, friendly, support-oriented attitude. Works effectively in team environment. Exceptional organizational skills, high attention to detail, and the ability to prioritize tasks. Computer, photocopy and fax machine experience.

  • Abilities: Ability to establish and maintain effective, cooperative working relationships with patients, staff, physicians, supervisors and external agencies. Demonstrated team working abilities, flexibility to changing priorities and ability to take initiative to assist in the department. Ability to analyze and make recommendations for change, problem solve and make decisions based on data. Ability to react calmly, professionally, and effectively in demanding or emergency situations.

Education: High school diploma or GED; Associate Degree in Business or other related field preferred.

Experience: Minimum 5 years high level Exec. Assist or related experience, preferably in health care. Microsoft Office Suite experience required.

Employees are required to screen for symptoms using an approved symptom screener prior to entering the work site each day, in order to keep our work sites safe.

Employees must comply with any state and local masking orders. In addition, when in a worksite building, employees are expected to wear a mask and maintain social distancing.

Interested in learning more? Let’s talk about our opportunities and your career growth!

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