Executive Secretary

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Administration & Management Full Time Kaneohe, HI, US

30+ days ago Requisition

Salary Range: $25.00 To $35.00 Hourly

Under the supervision of the Director of Administration, serves as key assistant for administrative functions and assists with audits, accreditations, agency and provider credentialing, correspondence, assigning tasks and monitoring task progress. The position also provides executive-level administrative support to the CEO, Board of Directors, and other executive leadership, including scheduling, communications, meeting coordination, and preparation of reports and correspondence.

• 1. Serves as a key assistant to the Director of Administration for administrative functions and the administrative portion of contract proposal composition and submission process.
• 2. Coordinates the compiling of information and preparing documents for submittal of request for proposals (RFP) responses and other bids/contracts/agreements including State, Federal and Foundations, and Third-Party Insurers (both Agency and Professional Providers).
• 3. Assists in the development and completion of proposal preparations for RFP, grant/or subcontracting/partnering opportunities with government and private sector sources.
• 4. Assists with the Quality Improvement and Outcomes Measures as needed for accreditation, licensure and contracts.
• 5. Maintains contract files in electronic and hard copy formats. Keeps documents up to date according to contract specifications and requirements.
• 6. Assists with the coordination of required training related to ADAD, CARF, AMHD and OHCA requirements.
• 7. Maintains credentialing files for both organization and licensed professionals employed by Hina Mauka. Keeps documents up to date according to credentialing agency, contract, and insurance provider specifications and requirements.
• 8. Maintains computer databases, agency insurance files, corporate legal documents and contract files. Coordinates agency insurance requirements.
• 9. Assists with preparation for fiscal, state, federal and accreditation audits.
• 10. Processes applications for, changes to, reinstatement of, and cancellation of insurance policies. Duties include reviewing insurance applications to ensure that all questions have been answered, compiling data on insurance policy changes, tracking, insurance coverage data and verifying the accuracy of organizational insurance records. Acts as a liaison for the organization to insurance carriers.
• 11. Coordinates the ordering of office, facility, medical supplies and maintains inventory of supplies.
• 12. Coordinates travel arrangements for the CEO, executive staff, and department supervisors, as needed, including transportation, lodging, itineraries, and maintenance of travel records.
• 13. Provides back up coverage during lunch/absences of Intake & Client Services Associate.
• 14. Compiles data and minutes for Quality Improvement Plan, Performance Improvement Plan, Medical Reviews, and Incident Reporting.
• 15. Assists with planning and coordinating organizational events, including fundraising events, staff and holiday activities, community and recovery events, Board meetings, retreats, and other special events.
• 16. Coordinates with the IT Department for maintenance of administration office equipment.
• 17. Assists the Director of Administration, Facilities Supervisor and Food Service Supervisor with assigning tasks and monitoring task progress.
• 18. Acts as liaison between the CEO, Board of Directors, executive leadership, staff, and external partners to facilitate communications, coordinate meetings, and support related administrative functions.
• 19. Prepares, formats, and proofreads correspondence, reports, presentations, and other administrative documents for the CEO, Board of Directors, and executive leadership, as assigned.
• 20. Provides administrative support for meetings, including preparation of agendas and supporting materials, recording and transcribing minutes, preparing draft and final documents, and tracking follow-up action items.
• 21. Participates and/or assists in special projects, and performs associated administrative duties, as assigned; may provide support and direction to other staff
• 22. Manages calendars and schedules for the CEO and other executive staff, as assigned, including…