The Administrative Assistant III for Quality Management supports the Senior Vice President of Quality Management and/or other leadership as assigned. The position performs a variety of office tasks in support of administrative, program or technical operations.
Responsibilities & Duties
Provide administrative support to Department Leadership
Schedule meetings and manage calendar
Answer and direct phone calls
Reconcile P-card expenditures, including maintaining documentation
Arrange travel
Act as liaison between Department Head and internal/external contacts
Maintain files, reports, and data
Manage Rightfax inbox
Receive, review, and respond to correspondence as requested
Draft, edit, and disseminate letters, memos, and other documents
Assign correspondence to appropriate individuals for preparation of replies
Create and edit PowerPoint presentations and surveys
Assist with compiling information for audits by State of North Carolina and accrediting bodies
Provide administrative support to department
Complete mailing and tracking of appeals and grievances correspondence
QM Help Email – Monitor for incoming mail and distribution to appropriate contacts as appropriate
QM Reporting Calendar – Manage calendar including monitoring for compliance with reporting deadlines and uploading documents as necessary. Manage resulting document repository
Survey Management – distribution, tracking, and collection of survey documents from internal and external partners. Managing data submission as indicated by survey process
Provider Scorecard Management – development and distribution of provider scorecards
Organizational Dashboard – management and distribution of organizational dashboard
Accreditation – support accreditation preparation activities as assigned
Compile and Maintain data, as requested
Provide meeting/event support and keep minutes for assigned meetings
Prepare, maintain, and distribute meeting agendas, actions logs, and other associated meeting documents – including Project Advisory Team Meetings and CQI subcommittee meetings
Keep minutes of meetings
Set up meetings as requested, including A/V equipment
Coordinate internal/external events, including organizing invitations, reminders, facilities, equipment, and catering
Collaborate with Human Resources and Organizational Development & Learning on department hiring, onboarding, and training support
Schedule and coordinate new-hire interviews and data collection with supervisors involved
General administrative Support for Organization
Maintain functionality of copier/scanner. Handle basic issues associated with copy machine in Clinical Operations Dept. Replace toner, paper, staples, fix minor problems with copier
Assist at Front Desk as requested. Answer phones, greet visitors, handle incoming and outgoing mail, prepare certified mail, print stamps and labels
Assist Executive Assistant with event planning
Minimum Requirements
Education & Experience
High School degree or equivalent and four (4) years of progressively responsible secretarial /administrative experience including 2 years of administrative or office management experience involving substantial public contact, information gathering, and writing experience;
or
completion of a two-year Business Administration program and 2 years of related experience;
or
completion of a Bachelor’s degree in Business Administration, Public Administration, or other related fields
Knowledge, Skills, & Abilities
Knowledge of office management techniques
Knowledge of Microsoft Office products
Skill in communicating, both verbally and in writing
Skill in organizing work flow and coordinating activities
Skill in developing presentations, presentation materials, and reports
Ability to use audiovisual equipment and to train others in its use
Ability to establish and maintain effective working relationships with subordinates, peers, management, and the general public
Ability to coordinate a variety of resources in gathering information and independently answering inquiries
Ability to exercise independent judgement and discretion
Ability to plan and supervise the work of others, if applicable
Ability to analyze and interpret policy and procedural guidelines
Ability to resolve problems and questions independently
