Community Clinic is a patient-directed Community Health Center, which provides affordable primary health care and supportive services to our neighbors in Northwest Arkansas. Community Health Centers, also known as Federally Qualified Health Centers, is a Federal designation whereby community health needs are identified and are responded to appropriately. We provide health care using a Patient-Centered Medical Home (PCMH) approach: the needs of the patient come first. Community Clinic recognizes that every employee plays a vital role. We care. You belong.

Job Summary

The Executive Assistant will be a proactive problem solver with exceptional communication skills and strong attention to detail. They will assist the CEO with daily administrative duties and complete a broad variety of administrative tasks that include managing an active calendar of appointments; composing and preparing correspondence; arranging travel plans, itineraries and agendas and compiling documents for meetings. They will potentially lead other administrative assistants for full administrative team alignment.

Key Responsibilities

• Anticipates problems, critical issues and/or opportunities and acts accordingly.
• Ensures CEO is prepared for appointments and maintains their calendar.
• Arranges and schedules a variety of meetings, initiates and responds to requests for scheduled time, maintains current and accurate calendars to ensure efficient scheduling.
• Prepares agendas, assembles and organizes materials, preforms necessary follow-up actions, initiates reminders and records/transcribes minutes of meetings and/or presentations to various internal and external audiences, including but not limited to:
  • Director meetings
  • Board meetings.
  • Finance Committee meetings.
• Plans, creates and coordinates executive-level communications and presentations, including internal and external correspondence.
• Maintains contracts, agreements and related communication between Community Clinic and other parties.
• Schedules and tracks webinar trainings.
• Processes and coordinates requests for administrative travel.
• Performs general administrative duties, including but not limited to:
  • Filing and copying
  • Ordering and tracking of supplies.
  • Maintaining Clinic phone list.
• Facilitates holiday and other corporate events.
• Monitors ADP for directors and other CEO direct reports.
  • Oversees time card entries.
  • Approves submitted time cards bi-weekly.
• Handles sensitive information and confidential business matters with a high degree of discretion.
• Provides suggestions for new methods of working for improved effectiveness and efficiency.
• Adheres to applicable regulatory guidelines and laws, including but not limited to HIPAA/HITECH, HRSA, NCQA PCMH and OSHA.
• Ensures that Community Clinic will not cause or allow any organizational practice, activity, decision or circumstance which is unlawful, imprudent, and negligent, contrary to mission, vision or policies or in violation of commonly accepted nonprofit or professional ethics.
• With respect to the treatment of users, our Clinic’s Staff may not cause or allow conditions, procedures, or decisions that are unfair, unsafe, undignified, discriminatory or preferential, or fail to provide appropriate confidentiality.
• Ensures that Community Clinic protects our IRS tax-exempt status (501(c)(3) at all times.
• Ability to travel for activities such as meetings, classes, and workshops. Must be able to travel by air as needed to attend training, conferences, and related activities, including overnight travel.
• Other duties, as assigned.

Skills

• Proficiency in the use of Microsoft Office application to include Word, Excel Microsoft Office, Access, and PowerPoint and standard office equipment to include copiers, fax machines, telephones and other office technology required.
• Working knowledge of generally accepted administration practices.
• Strong organizational skills
• Excellent oral and written communications skills that include business letter writing and clear concise administrative reports. Demonstrated English skills in accuracy, proofreading, grammar, spelling, and attention to detail required.
• Ability to work and function independently and within a team.
• Strong interpersonal skills and the ability to work effectively with people of all backgrounds.

Qualifications

• Associates degree or higher required.
• Minimum of four years of relevant administrative experience required
• Two years of specialized training in office procedures or related field preferred.
• Excellent oral and written communications skills that include business letter writing and clear concise administrative reports. Demonstrated English skills in accuracy, proofreading, grammar, spelling, and attention to detail required.
• Proficiency in the use of Microsoft Office application to include Word, Excel Microsoft Office, Access, and PowerPoint and standard office equipment to include copiers, fax machines, telephones and other office technology required.

Why Work at Community Clinic?

• Be a part of a mission driven organization providing comprehensive health care to everyone in your community, regardless of their financial or medical situation!
• Excellent Benefits Package including:
  • Health, Vision, Dental and Life Insurance
  • 403(b) Retirement plan (automatic employer contribution of 5% per paycheck!)
  • Paid Time Off and 10 Annual Paid Holidays
  • Employee Discounts for Care