Job Title

Operations Assistant

Exemption Status

Non-Exempt

Management Level

n/a

Direct Reports

n/a

Manager Title

Director, Clinical Operations - HCP

Department

HCP-Hospice

Requisition #

24392

Pay & Benefits

Estimated hiring range $51,800 - $63,320 / year, 5% bonus target, full benefits.

www.careoregon.org/about-us/careers/benefits

Posting Notes

This is a Part-Time - Hybrid role in the Portland Metro area. It will require you to go into the office 1-2 times per month.

Working Days & Hours are Tuesday, Wednesday, Thursday. (3 days a week – 8 hours, 6 hours, 6 hours) Tuesdays – 8am-5pm & Wednesday & Thursday 9am to 3pm

Job Summary

The Operations Assistant supports the day-to-day operations for the Housecall Providers teams. Core responsibilities include clinical operations support and advanced administrative support to the primary care, palliative care, and hospice leadership teams. This position may also provide administrative support and back-up coverage to other Housecall Providers office positions as needed.

Essential Responsibilities

Operational Support

• Anticipates and proactively addresses operational needs, work related issues and duties.

• Communicates and ensures key information and updates are disseminated in a professional manner.

• Answers phone calls and connects to appropriate clinicians or resources.

• Managing incoming and outbound faxing.

• Actively participates in process improvement and updates workflows to maximize efficiency.

• Conducts research, enters data, and develops reports, documents, and presentations.

• Tracks and coordinates INR/Coagulation machine usage and inventory for Primary Care and Hospice.

• Coordinates and manages medical supplies inventory with vendors and Housecall Providers teams.

• Works directly with leadership to ensure adequate PPE and supplies are available for staff and manages PPE requests and pickup.

• Coordinates program and departmental initiatives as directed.

  Administrative Support

• Types, proofreads, edits and formats documents; prepares confidential and sensitive information.

• Uses standard word processing and spreadsheet software to produce documents, spreadsheets, charts, and graphs with minimal supervision; manipulates multidimensional spreadsheets to produce reports and display data, as requested.

• Prepare and assist with Physician letters and FMLA/leave paperwork for family/caregivers including POLST forms.

• Locates, assembles, edits, and summarizes material, information and data as requested.

• Collects, prepares, and distributes appropriate materials for meetings as assigned.

• Interfaces with staff, community members and designated committees responding to emails, phone calls, errands and other inquires that do not require leadership involvement.

• Demonstrates service excellence and positive interpersonal relations in dealing with others, including patients, family members, caregivers, employees, clinicians, volunteers, and community members, so that productivity and positive relationships are maximized.

• Responds to internal and external customers in the absence of the managers or directors.

• Works with leadership team for employee acknowledgements.

• Proactively manages and maintains calendars.

• Coordinates internal and external meetings, including organizing speakers, material collation, space, catering needs, and travel arrangements for incoming staff, as needed.

• Arranges catering and meeting room set-up, including equipment and materials.

• Attends, records, and transcribes meeting minutes and provides individual follow-up as necessary.

• Works in partnership with other administrative and clerical staff and provide back-up support as necessary.

• Supports and participates in complex internal and external committees, meetings, and learning collaboratives.

• Provides administrative support to managers during the recruitment and onboarding process; maintains HCP’s onboarding checklist.

• Actively participates in new hire onboarding and orientation.

• Serves as a general resource for employee questions.

  Organizational Responsibilities

• Perform work in alignment with the organization’s mission, vision and values.

• Support the organization’s commitment to equity, diversity and inclusion by fostering a culture of open mindedness, cultural awareness, compassion and respect for all individuals.

• Strive to meet annual business goals in support of the organization’s strategic goals.

• Adhere to the organization’s policies, procedures and other relevant compliance needs.

• Perform other duties as needed.

  Experience and/or Education

  Required

• Minimum 4 years’ experience in an administrative or operations support position in the healthcare industry

  Preferred

• Database management experience

• Hospice experience

• Medical Assistant experience

  ​​​​​​​

  Knowledge, Skills and Abilities Required

  Knowledge

• Knowledge of medical terminology, basic patient care

  Skills and Abilities

• Ability to prioritize tasks, manage telephone calls with a professional demeanor, problem solve, to stay focused and be organized, and works well under pressure to meet deadlines

• Ability to use good judgment, personal initiative and discretion to perform job responsibilities

• Ability to effectively manage multiple tasks and responsibilities with changing priorities

• Ability to exercises judgment, personal initiative and discretion to perform complex administrative work with particular attention to detail

• Ability to demonstrate and ensure a high level of professionalism and trust with sensitive and confidential information in all job-related activities

• Ability to use good judgment, personal initiative and discretion to perform complex administrative work with particular attention to detail

• Ability to be proactive in anticipating administrative needs around work related issues and duties.

• Strong grammar, spelling and proofreading and record keeping skills

• Advanced computer skills including Word, Excel, PowerPoint, and Visio

• Excellent written and verbal communication skills, including business writing skills

• Ability to work in an environment with diverse individuals and groups

• Ability to work both independently and collaboratively

• Ability to take initiative and utilize innovative techniques and ingenuity

• Ability to interact with various departments throughout the organization

• Ability to work flexible hours, if needed

• Team oriented, collaborative, and open to constructive feedback

• Ability to work effectively with diverse individuals and groups

• Ability to learn, focus, understand, and evaluate information and determine appropriate actions

• Ability to accept direction and feedback, as well as tolerate and manage stress

• Ability to see, read, and perform repetitive finger and wrist movement for at least 6 hours/day

• Ability to hear and speak clearly for at least 3-6 hours/day

  Working Conditions

  Work Enviornment(s): ☒ Indoor/Office ☐ Community ☐ Facilities/Security ☐ Outdoor Exposure

  Member/Patient Facing: ☐ No ☒ Telephonic ☐ In Person

  Hazards: May include, but not limited to, physical and ergonomic hazards.

  Equipment: General office equipment

  Travel: May include occasional required or optional travel outside of the workplace; the employee’s personal vehicle, local transit or other means of transportation may be used.

#LI-Hybrid

Candidates of color are strongly encouraged to apply. CareOregon is committed to building a linguistically and culturally diverse and inclusive work environment.

Veterans are strongly encouraged to apply.

We are an equal opportunity employer. CareOregon considers all candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or veteran status.

Visa sponsorship is not available at this time.