Providence Health & Services Executive Administrative Assistant in Newberg, Oregon
Providence is calling a Executive Administrative Assistant - General Administration (1.0 FTE, Days) to Providence Newberg Medical Center in Newberg , OR.
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We are seeking a Executive Administrative Assistant - General Administration that will perform a variety of complex administrative and secretarial functions of a highly responsible and confidential nature for the Chief Executive, Chief Operating Officer/Chief Nursing Executive, Chief Medical Officer, Director of Finance and Administrative Council. This position requires the use of independent judgment and initiative on assignments that are sensitive in nature. The Executive Administrative Assistant will interface with high level internal and external contacts requiring considerable discretion and initiative. This position requires expert knowledge of administrative practices, procedures, and protocols, at the local and division level. The utmost discretion and confidentiality must be maintained in this position.
In this position you will have the following responsibilities:
Provide full and complex administrative and secretarial functions of a highly responsible and confidential nature to the Chief Executive, Chief Operations Officer/Chief Nursing Officer, Chief Medical Officer and Director of Finance. May assist other Administrative Council members as needed
Access data from a variety of databases to assist with projects and ministry priorities (ie: Patient and Caregiver/Provider engagement survey information, CipherHealth, Quality databases, Marketing/Growth databases, Tableau, MultiScale), and determine physician contracting
Serve as policy database Administrator ensuring timely compliance with policy approval and routing processes
Provide reports from policy database as needed
Reformat and type policies as needed
Coordinate administrative aspects of the office including Administrative Council meetings, Service Area Advisory Council meetings and Manager meetings
Provide administrative support in developing agendas, recording minutes, developing forms, tracking data pertinent to key meetings
Provide AV support for the above
Coordinate follow-up as needed
Schedule conference rooms using the EMS system and coordinates all other pertinent meeting needs for internal and external customers (AV, virtual meeting invitations, presentations and documents)
Support the CNO with all union, OHA and OSBN regulatory requirements and documentation/record-keeping
Coordinate meetings, records minutes and distributes materials for all union, OHA and OSBN related meetings
Manage, update and distribute the Hospital Capacity Dashboard utilizing a variety of databases to glean information
Update and maintain Nursing Shared Governance sites for various nursing teams, maintains documentation binders for these teams
Be possibly serve as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, human resources, facilities, and operations. Acts as the PNMC IS liaison
Maintain and coordinate administrative suite calendars and schedules travel arrangements
Compose correspondence requiring knowledge of executive's views, philosophy and some understanding of technical matters
With discretion, arranges for staff members to represent organization at conferences and meetings, establishes appointment priorities, or reschedules or refuses appointments or invitations
Frequently has written and verbal contact with high level positions within and outside the regional office
Demonstrate consistent positive customer service and communication skills with internal/external customers
Use de-escalation techniques and service recovery skills to resolve customer complaints and escalates concerns through appropriate, established channels. Role models HRO tools and tones and is an HRO coach (preferred)
Required qualifications for this position includes:
Two (2) years of college or business school training -OR- equivalent education/experience
Five (5) years of work experience preferably in the health care industry, including a position equal to executive or administrative secretary
Public relations or customer service based experience
About Providence in Oregon
As the largest healthcare system and largest private employer in Oregon, Providence offers exceptional work environments and unparalleled career opportunities.
The Providence Experience begins each time our patients or their families have an encounter with a Providence team member and continues throughout their visit or stay. Whether you provide direct or indirect patient care, we want our patients to feel that they are in a welcoming place where they can be comfortable and free from anxiety. Our employees create the Providence Experience through simple, caring behaviors such as acknowledging and welcoming each visitor, introducing ourselves and Providence, addressing people by name, providing the duration of estimated wait times and updating frequently if timelines change, explaining situations in a way that puts patients at ease, carefully listening to their concerns, and always thanking people for trusting Providence for their healthcare needs. At Providence, our quality vision is simple,
"Providence will provide the best care and service to every person, every time."
Providence is consistently ranked among the top 100 companies to work for in Oregon. It is also home to two of our award-winning Magnet medical centers. Providence hospitals and clinics are located in numerous areas, ranging from the Columbia Gorge to the wine country to sunny southern Oregon to charming coastal communities to the urban setting of Portland. If you want a vibrant lifestyle while working with a team highly committed to the art of healing, choose from our many options in Oregon.
We offer comprehensive, best-in-class benefits to our caregivers. For more information, visit
As expressions of God’s healing love, witnessed through the ministry of Jesus, we are steadfast in serving all, especially those who are poor and vulnerable.
Providence is a comprehensive not-for-profit network of hospitals, care centers, health plans, physicians, clinics, home health care and services continuing a more than 100-year tradition of serving the poor and vulnerable. Providence is proud to be an Equal Opportunity Employer. Providence does not discriminate on the basis of race, color, gender, disability, veteran, military status, religion, age, creed, national origin, sexual identity or expression, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law.
Job Category: Administrative (Non-Clinical)
Req ID: 316321