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Carrot Peelers, Sales, Personality and Your Job Search
In-House
Legal Staff
Health Care
Min 1 yrs required
Administrative Assistant 4 Duties: Provide executive level secretarial and administrative support for the NWP Office of Legal Affairs and Managing Counsel. Supports the department in legal, regulatory and corporate services, special projects and events. Provides procedural assistance and serves as a central contact and communications liaison. Provides a wide variety of complex, confidential executive secretarial, administrative, and project support in the corporate legal litigation and regulatory setting. Working independently prepares correspondence, memos, pleadings, contracts, project plans, reports and other documents as needed using a variety of computer skills and software (word processing, database, spreadsheets, and internal systems). Takes, transcribes, and distributes meeting minutes. Primarily responsible to maintain the department filing systems and Contract database system and website. Arranges and manages the Managing Counsel’s calendars using discretion to provide optimum use of time, communicates as needed regarding scheduled meetings, anticipating and preparing needed materials, including scheduling meeting rooms; this requires a high level of expertise with calendar management and other logistical scheduling activities. Maintains and manages department calendars and planning tools and resources, with an emphasis on support litigation, arbitration, claims, settlements, and other disruptive activities, internal and external contacts, relations and activities; department communications, reports, presentations and provides general administrative support for management of department and matters. Assists in tracking materials from litigation related matters. Contact person for external entities including outside counsel legal authorities that contact the department. Ensures professional interaction, timely, accurate follow-up, assumes responsibility to inform and support or other internal departments in responding; is responsible for related documentation. Responsible for document management, control, filing, revising of documents related to specialized contracts, settlements, consults, employment terms and other legal documents and related tracking and oversight tasks. Contact person for internal clients (physicians, lawyers, executive leaders) that request litigation related services and resources. Informs Managing Counsel of salient issues and assists in managing related work plans, reports and projects consistent with organizational priorities. Coordinates travel arrangements for department; develops itineraries, tracking and compiling of expense receipts. Process expense reports and credit card billing statements. Maintain budget records, process requisitions, invoices and personnel forms. Track and submit continuing education and coding credits for both General and Senior Counsel on bi-annual basis (OMB, HCCA, CPC, etc). Works with the NWP Executives and Managers and Health Plan, Hospital, and Labor partners to coordinate and support group, department, and regional projects. Takes a major role in coordinating logistics of each major project assigned. Performs independently within the assigned project team(s). Assumes responsibility, where appropriate, for organizing meetings, activities, and/or events associated with major projects and/or department needs. Attends meetings as necessary; prepares and manages follow-up actions agreed upon by the team. Assists in preparing, distributing, managing, and retaining project support materials. Researches and prepares materials for presentations. Supports department and teams in achieving project results and in meeting deadlines within the context of the project. Accountabilities also include research, documentation, organization, and coordination and follow-up of committee and department work. Work with contracted outside consultant to build a Contract Management/Tracking database. Re-organize existing filing systems and create new file index. Build additional databases as needs identified. Participates in the monthly Affiliated Clinician Supervision project. Identifies and utilizes appropriate resources for strategic and specific goals, including but not limited to workplans, information, data, opinions, etc. Designs, implements, and maintains project manuals, toolkits, databases, spreadsheets, documents, including Word documents, website, and other resources related to projects and general departmental administration. Frequent contact with Health Plan/Hospital and National peers with joint or parallel responsibilities to that of department employees. Frequent and routine contact with executives, managers, physicians, dentists, affiliated clinicians, labor partners, lawyers and legal staff and regional and out-of-region staff regarding a wide range of issues. Requires a high degree of judgment, professionalism, accuracy, discretion, and confidentiality. Routine contact with NWP, PDA, and Health Plan/Hospital managers and non-managers to complete tasks. Requires knowledge of resources and ability to work effectively with all levels of management and employees. Periodic contact with vendors in relation to data compilation, meeting arrangements, materials presentation, travel, and scheduling needs. Requires knowledge of internal and external resources. Contact with external consultants who may be retained to support regional projects. Contact with government relations representatives, key industry leaders, and other local community leaders and stakeholders. Periodic contact with legal counsel, judicial system, regulators, auditors, and other authorities investigating, enforcing, or auditing legal, regulatory compliance, or disputed matters.
Qualification and Experience
QUALIFICATIONS: 5 years of executive level administrative support experience in an administrative assistant, executive secretary, legal secretary, or related position. Prior experience in fast-paced, high-pressure, and complex business environment. Prior experience in a legal or compliance department or relevant similar experience. Efficient and effective handling of phone and e-mail messages, calendar scheduling, office administration, and departmental communication needs. Demonstrates customer-focused service skills. Excellent oral and written communication skills. Writes with clarity, precision, and accuracy. Communicates in a timely and effective manner. Ability to work with a diverse group of staff, managers, physicians, labor partners and lawyers or legal staff regarding confidential and complex issues. Excellent computer skills / Microsoft Office Skills (track changes, etc). PREFERRED: Prior experience in a healthcare environment. Experience in designing and modifying websites. Prior experience on litigation matters, environment or under litigation attorney or with law firm or court. Working knowledge of policies, procedures, and practices relative to KP activities. Knowledge of legal issues relative to healthcare industry, criminal, civil and/or administrative litigation, and health care regulatory or compliance matters. Ability to work in cross-functional teams. High volume of production and/or complex standards for documentation. Confidence and willingness to take initiative and to be proactive. Knowledge and/or use of Knowledge Portal, databases and internal systems.
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