Executive Assistant

About the role

Provides extensive administrative support to the Vice President, Chief Compliance Officer (CCO), to include Compliance and Ethics Program (CEP) coordination. Upholds the mission, vision, values and patient service standards of MultiCare. Contributes to patient safety by supporting system-wide programs and policies addressing a safe environment for patients and the reporting of concerns to the appropriate individuals.

Responsibilities

• Resolves problems regarding equipment, communications, and support systems as they arise.
• Composes, prepares, updates, and edits various CEP documents, presentations, policies, procedures, and communication materials.
• Supports the CCO during certain committee meetings (i.e., agenda prep, take notes, etc.).
• Coordinates the day-to-day operations of the CEP.
• Maintains inventory of supplies and equipment.
• Receives, opens, distributes and scans mail.
• Maintains and manages timekeeping (UKG) and related payroll functions for team members, including vacation and holiday schedules.
• Manages onboarding of new team members (submitting tickets, ordering equipment, training on systems/apps/processes).
• Aids in budget management. Tracks expenses, invoices and purchase orders. Provides notification of potential budget issues.
• Coordinates expense reimbursement and check requests. Researches and resolves related errors.
• Captures and coordinates conference registration and travel arrangements for the CCO, including ordering tickets, making and confirming lodging and airline reservations, preparing travel advances and expense reports.
• Aids the CCO with other administrative assignments, as needed.
• Provides operational and project management support for the CCO.
• Develops management and tracking processes for special projects (i.e., due diligence, provider contracts, ethical issues, policy review, 3rd Party contracts, etc.).
• Develops a deep understanding of CEP metrics. Provides appropriate follow-up at the request of the CCO.
• Coordinates agenda and materials for Finance & Audit Committee.
• Collaborates with CEP leadership to ensure material is prepared in a timely manner.
• Maintains the performance management process and feedback process.
• Assists with intake of compliance incidents via the hotline and Symplr.
• Keeps the CCO informed of significant concerns that may warrant involvement.
• Supports the breach notification process. Prints and mails notification letters. Completes OCR notifications online as assigned.
• Supports the Annual Risk Assessment.
• Ensures that announcements, meetings, updates and tracking are taking place.
• Coordinates Compliance and Ethics Week activities.
• Develops a theme and collaborates with CEP leadership on execution.
• Coordinates CCO messages to the organization and newsletters, as appropriate.
• Aids in handling matters of a sensitive/confidential nature, to include professional and personal personnel matters, organizational matters, hotline issues, investigation records and other correspondence.
• Performs other functionally related duties as assigned.

Qualifications

• Associates degree; equivalent years of experience or combination of experience and vocational secretarial coursework completion will be considered in lieu of degree.
• BA degree preferred.
• Minimum five (5) years high level administrative assistant or secretarial experience, in a health care setting preferred.

Benefits

• Competitive salary.
• Medical, dental and retirement benefits.
• Paid time off.