Job Details

Patient Services Administrative Assistant

Planned Parenthood Columbia Willammette, NE Portland

Job - Non-Profit

Close Date: 09/16/2019

Planned Parenthood Columbia Willamette (PPCW) is committed to providing, promoting, and protecting access to sexual and reproductive health care in Oregon and Southwest Washington. Since 1963, PPCW has provided a broad range of sexual and reproductive health care, including family planning, preventative care, and other medical services; trained and educated community members on issues of sexuality; and advocated for the protection of reproductive rights and freedom in Oregon and Southwest Washington. Each year, more than 58,000 women, men and teens visit a PPCW health center, located in NE and SE Portland, Milwaukie, Beaverton, Salem, and Bend, Oregon; and Vancouver, Washington.

As a member of our team, we can offer you:
A supportive atmosphere and collaborative environment
Organizational emphasis on high-quality practices
A gratifying personal experience
Office culture of work/life balance and flexibility
Amazing employee benefits
The Patient Services Administrative Assistant performs advanced, complex and confidential administrative duties for the Patient Services Team and others, as applicable. This position attends and participates in meetings with the Patient Services management team and is responsible for the completion of assignments received in management meetings. Decision-making and assigned tasks may relate to the appropriate application and interpretation of policies and procedures to non-routine matters, taking minutes during disciplinary or investigatory strategy meetings, note-taking and research related to collective bargaining, and other matters involving the confidential interests of the organization. This position also provides primary executive administrative support to the Chief of Patient Services and the Chief of Affiliate Operations. In addition, this position routinely performs confidential tasks relating to collective bargaining and disciplinary strategy formulation, and provides back-up support to the President and CEO and matters related to the Board of Directors.

Compensation: $20.13 - $23.15 (DOE)

Benefits: PPCW offers up to 4 weeks of paid time off, 8 paid holidays, excellent low cost Medical, Dental, and Vision insurance, and 403b retirement account with matching.

Position Details: This position is hourly (non-exempt) and non-represented

Schedule: Full-time (40 hrs/wk). Monday - Friday; 8:30am - 5pm

Minimum Qualifications:
Requires high school diploma or equivalent.
Five (5) years administrative experience.
AA or higher degree specializing in Business Administration may substitute for two (2) years of the required experience.
Expert knowledge of MS Suite including Word, Excel, Outlook, and Adobe Acrobat.
Proficient in setting up and managing web and teleconferencing systems
Essential Functions:
Provide clerical and administrative support to the Patient Services department. Support functions include advanced word-processing, updating recurring reports, presentations, data management and analysis, meeting coordination, confidential meeting minutes, record keeping, filing, copying and mailing.
Provides executive support to the Chief of Patient Services and the Chief of Affiliate Operations. Support includes internal and external meeting coordination, travel arrangements, bill paying and expense reporting, and confidential meeting minutes.
Maintain and update all the Patient Services manuals, forms and fact sheets, including protocols, procedures, training, patient visit and procedure data and other program-mandated materials. Organizes current and archived versions. Facilitates communication of document changes to Health Centers. Tracks updates for PPFA Accreditation.
Updates the PS department Intranet page and maintains the PS Department organization chart
Provide coverage for the Executive Assistant, who provides executive level support to the President and CEO. Back-up duties include taking minutes at confidential meetings and executive sessions concerning Board matters, community partners, disciplinary actions and labor relations including collective bargaining.
Coordinate business itineraries and travel arrangements for conferences, meetings, and other business functions for Patient Services Management Team.
Attend and take notes during confidential disciplinary or investigatory strategy meetings.
Handle membership and license renewals for Patient Services Department, including NAF, CLIA, Pharmacy and DEA Licenses and coordinate annual 340b recertification.
Facilitate communication and accurate information flow within the PS Department.
Assist in performing research, organizing information and creating presentations and reports.
Compose and edit reports, letters, policies/procedures and general correspondence.
Schedule and assist in planning department meetings including making meeting arrangements, coordinating A/V needs, meals and general communication with staff members.
Supports the Patient Assistance Funds Committee as needed. May participate on the committee. Assist with information requests from organizations outside of the affiliate.
Coordinate and process periodic reports, and other program requirements as needed.
Handle confidential matters and administrative details.
Process record transfers to and retrieval requests from Iron Mountain.
Assist with EHR projects and provide support as needed. Perform other job duties as needed or assigned.
Planned Parenthood Columbia Willamette is an equal employment opportunity employer and is committed to maintaining a non-discriminatory work environment. We do not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, national origin, marital status, age, mental or physical disability, genetic information, application for workers’ compensation benefits, use of statutory protected leave, veteran or military status, pregnancy, union activity, or any other characteristic or status protected by applicable federal, state or local laws. Planned Parenthood is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.

Complete details: