Healthcare Network Project Management, Administrative Assistant (Full time Remote, North Carolina Based)

The Healthcare Network Project Management Administrative Assistant provides essential support to the Network Project Management Team, facilitating their work through a variety of administrative and project-based tasks. This role is critical in ensuring the smooth operation and success of portfolios and projects by managing schedules, documentation, communication, and logistical support, thereby contributing significantly to the efficiency and effectiveness of the department.

This is a full-time remote position. The successful candidate must reside in North Carolina and be willing to come onsite for meetings at the Alliance office as needed.

 Responsibilities & Duties

Support for Project Managers

• Scheduling, confirming appointments
• Maintain calendars and ensure meeting schedules for team
• Taking minutes in high level meetings such as county officials, hospital systems, attorneys, and state representatives
• Editing and sending minutes and other documents
• Secure space, manage logistics and ensure effective meetings
• Make calls, respond to e-mails and interface with other departments, providers, stakeholders and county and state officials
• Arrange and manage travel itineraries
• Coordinate any purchasing with PN Operations Administrative Assistant
• Maintain calendar for Director, HN Project Management

Project Management Assistance

• Research information and resources and provide information requested
• Presentation production assistance as needed
• Document and form development for the team
• Assist as needed with project plans and project documentation such as charters, project plans, project closure documents, contracts
• Invoice processing support and tracking
• Assist in the management of administrative contracts and tracks deadlines

Team Organization

• Develop, edit, manage, store and archive documents and files to ensure project folders are organized and current
• Lead ensuring desk procedures are completed with assigned team members and maintained up to date as processes require change
• Assist with any employee onboarding needs

Standardization

• Ensure processes are standardized across the HN Project management team and that workflows are documented that include deadlines, and tasks for which the PN team is responsible
• Implement forms as requested or identified to ensure standardized process

Task Coordination

• Coordinate and support the Director and project managers in meeting deadlines and milestones
• Collaborate with other admins in addressing calendars, conference rooms or other needs for smooth office flow
• Provide in person meeting support on site as needed
• Coordinate with other admin staff as requested
• Coordinate and secure meals or refreshments as requested

Financial Tracking

• Assist with budget preparation and tracking for projects, programs, and portfolios
• Monitor expenditures, prepare expense reports, and ensure compliance with financial policies and procedures

Data Management

 Collect, input, and maintain portfolios and project-related data in databases and project management software

• Generate reports and dashboards to provide insights on project status and progress
• Assist in any financial request forms for Network Performance Committee

Travel

• Travel between Alliance offices, attending meetings on behalf of Alliance, participating in Alliance sponsored events, etc. may be required
• Travel to meet with members, providers, stakeholders, etc. is required

Minimum Requirements

Education & Experience

 Required:

High School degree or equivalent and four (4) years of administrative assistant support that included tasks associated with specific events or projects. 

Preferred:

 CAPM-Certified Associates in Project Management preferred.

Knowledge, Skills, & Abilities

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Project
• Written and Verbal Communication Skills
• Organizational skills
• Time Management
• Works Independently
• Displays Initiative

Salary Range

$19.73-$26.14/ hourly

Exact compensation will be determined based on the candidate's education, experience, external market data and consideration of internal equity. 

 An excellent fringe benefit package accompanies the salary, which includes:   

• Medical, Dental, Vision, Life, Long Term Disability