Job Details

Department:Administration
ReportsTo:Executive Director and Senior Program Director
PositionType: 1.0 FTE, 40 Hours/Week, Non-Exempt
WorkType: In Person, Not Hybrid/Remote Eligible
SalaryRange: $22.00-23.32 per hour
SalaryNote: Bilingual candidates are eligible for anadditional $1.50 Bilingual Differential. This Bilingual Differential is not included in the salary rangeabove.
BenefitsAvailable: Read more at
AgencyOverview: Read more at
ExternalApplicants: Apply directly through ourwebsite, via the Agency Overview link. All applicants must submit a complete job application, supplementalquestions, and resume via the job portal to be considered.
InternalApplicants: Apply via email, following theemailed application instructions

PositionSummary: The Executive and Program Assistant position is pivotal, challengingand multi-focal. This position isjointly supervised by the Executive Director and Senior Program Director andassists with all aspects of their departments, including Human Resources, Boardof Directors, admin support and special projects. The Assistant is theadministrative support for the agencies 340B program and clinicalprograms.

EssentialFunctions and Responsibilities:

• Act as the executive assistant for the Executive Director (ED) andSenior Program Director (SPD) in all facets of agency administration,management, development and community relations
• Provide tools and organization to ensure effective communication withboard of directors.
• Coordinate setup of board meetings and retreats
• Assist ED and SPD with coordination and development of critical agencyplans
• Assist ED and SPD with reports, special projects and correspondence asnecessary
• Assist ED and SPD with applicant recruiting, screening and onboarding
• Maintaining official files as designated by the Executive Director
• Coordinate execution of contracts and critical documents and ensureproper filing
• Coordinate special projects related to administration and management ofagency
• Research, design and prepare formal and informal presentations
• Assist in development of agency policies and procedures
• Support SPD in healthcare administration tasks including filingcredentialing & insurance applications
• Assist with preparations of Executive Summaries and other memoranda
• Represent the agency at various work-related and social functions at thedirection of the ED
• Maintain sensitive and critical documentation
• Support ED and SPD led committees including the Employee AdvisoryCommittee
• Other tasks asassigned, including training/cross-training other staff as needed

RequiredQualifications:

• 2 years ofrelated administrative experience
• Preferexperience showing several years of verifiable, progressive responsibility asexecutive/administrative assistant
• Preferexperience in a healthcare setting
• Strongorganizational and problem-solving skills with ability to prioritize
• Capacityto think independently and use mature professional judgment
• Strongwritten and verbal communication skills
• Proficiencyin Excel, Adobe Suite, Word and file management in Windows
• Ability totake initiative and balance multiple tasks simultaneously
• Able towork with distractions and busy surroundings
• Able toattend to detail, Record-keeping and file management skills
• Able topresent professional and pleasant manner at all times with staff, Board andothers
• Ability towork well with others and handle stress with grace/sense of humor
• Reliableand consistent attendance
• Abilityto use personal cell phone to run agency phone system software, MFA, etc.
• Ability tolearn quickly, willing to ask questions to clarify information and able to getup to speed in short period of time
• Flexibleto respond to unanticipated needs of Executive Director or Senior ProgramDirector and staff, and re-prioritize work tasks as necessary
• Capable ofrespecting and maintaining confidentiality in all appropriate agency business
• Impeccableintegrity and sense of discretion and ability to maintain confidentiality
• TB test (providedat agency)
• Valid Oregondriver's license, or valid out of state driver's license with the ability toget an Oregon driver's license within 30 days of establishing residency inOregon, and a driving record sufficient to be covered by agency auto insurancepolicy.
• Ability to passagency criminal background check

ProfessionalCompetencies:

• InterpersonalCommunication & Conflict Management (proactivelycommunicates effectively, listens carefully to others, exhibits acceptablestandards of conduct, deals effectively with others in difficult situations,works to reduce tension & conflict)
• OrganizationalAwareness (takes time to learn about agency culture,policies, and procedures; recognizes and balances the interest and impact ofone's department with those of other departments, programs, and the agency as awhole)
• Embraces Change(actively identifies problems and opportunities for change, implementssolutions where appropriate, maintains effectiveness & adjusts well whenexperiencing changes in work tasks, environment, processes, and requirements)
• Living the AgencyVision & Values (demonstrates an understanding ofagency vision and values, keeping the vision and values at the forefront ofdecision making)
• Client &Customer Focused (keeps client and customer needsa primary focus; develops and sustains productive relationships with clients,customers, & partners)
• Valuing Diversity(appreciates and leverages the capabilities, insights, & ideas of allindividuals; works effectively with individuals of diverse style, ability,& motivation)

PhysicalDemands:

While performingthe duties of this job, the employee is required to

• Repetitively usehands, including grasping, twisting/turning of wrists, and finger dexterity toperform various necessary clerical duties, such as typing and writing.
• Frequently usearms, such as pushing & pulling to open/close drawers, cabinets, etc.
• Sit and/or standfor extended periods of time at an assigned station
• Bend, stand,& reach to be able to transport clients and to lift and carry up to 25pounds for tasks such as building kits & assembling testing/educationalmaterials.
• Use continuousclarity of vision at 20 inches or less for processing of paperwork

The physicaldemands described above here are representative of those that must be met by anemployee to successfully perform the essential functions of this job. Reasonable accommodations may be made toenable individuals with disabilities to perform the essential functions of thejob.

WorkingConditions, Travel, and Environment:

The duties ofthis job require individuals to be able to work in non-traditional andcommunity-based settings. Additionally,the duties of this job include travel to other locations necessary to completeessential job functions, including the ability to transport self to job-relatedevents and locations. This role requires regular reliable attendance, including:

• Ability to workflexible hours, including early mornings, evenings, and weekends
• Ability to work aminimum of 5 days per week for 40 hours per week
• Ability to workin loud, crowded, busy, or escalated environments
• Ability to driveat night and during various weather conditions safely