Admin Assistant I

1 month ago

Philadelphia, United States Jefferson Health Full time
PRIMARY FUNCTION :

The highly visible role of the Regional Operations Administrator is vital to the enterprise corporate compliance team's ability to collaborate and communicate effectively with internal team members, Jefferson's stakeholders, and external partners in support of the organization's effective corporate compliance program. The successful Regional Operations Administrator ensures compliance team initiatives and projects are completed on time, within budget, and in alignment with the enterprise compliance team's high-quality standards. This top-notch compliance team member contributes to the team's success through highly organized, energetic, collaborative, and detail-oriented administrative expertise.

ESSENTIAL FUNCTIONS:
  • Manage the day-to-day operational activities required to support effective compliance programming in the (INSERT MARKET) of the enterprise compliance program.
  • Manage the Division Board Compliance Committee and Management Compliance Council meeting schedules, meeting minutes, planning calendars, and communications related to key dates and deliverables.
  • Assist with establishing and tracking meeting agendas and the flow of items through the Division Board Compliance Committee and Management Compliance Councils of the (INSERT MARKET).
  • Maintain a consistent and appropriate format for Board and Council meeting documents and collaborate with governance and enterprise compliance team members to ensure the information meets established standards and requirements.
  • Manage Board Compliance Committee meeting materials, including aggregating, reviewing and working with corporate compliance leadership to create high-quality Division Board Compliance Committee meeting packages for Board members and management, and delivering compliance-related submissions for each meeting to appropriate personnel in accordance with required timelines and requirements.
  • Support the development and implementation of a compliance program oversight matrix for Board and Council members
  • Draft and track action items, follow-up activities, and status updates associated with DBCC and MCC activities and discussions for review by Board Chairs and Regional Compliance Officers to ensure all items are completed, reported, and responded to in a timely manner
  • Manage and execute annual Board operational processes including Board member COI disclosures and attestations and self-assessment processes
  • Support the management and implementation of DBCC and MCC membership annual training requirements to ensure that these bodies align with industry-required governance practices.
  • Maintain DBCC and MCC member appointment records, terms, and contact lists and coordinate onboarding processes and retirement activities.
  • Support the development and planning of Board and MCC education programs and risk assessment activities.
  • Collaborate with enterprise compliance staff and leadership to implement governance modernization changes that impact DBCC and MCC effectiveness.

Provide oversight of (INSERT MARKET) communications and engagement calendar in collaboration with the enterprise Senior Director of Communications and Engagement and Market-assigned Compliance Specialist and timely deliver communications and engagement reports and data aligned with enterprise compliance program operational standards.

OTHER FUNCTIONS AND COMPETENCIES
  • Work collaboratively with the Market Regional Compliance Officer and team to assess and leverage data to drive effective compliance program operations in the (INSERT MARKET).
  • Provide accurate and on-time delivery of key data points for internal and external compliance reporting needs.
  • Support regional operations by maintaining office operations and procedures, measuring against standards, and making necessary adjustments.

Qualifications

EDUCATIONAL/TRAINING REQUIREMENTS :

Successful completion of a bachelor's degree, paralegal studies certificate, and/or certification in corporate compliance, corporate governance, project management, or related field.

EXPERIENCE REQUIREMENTS :
  • Minimum of 5 years experience working in a supporting board secretary or similar role;
  • High level of professionalism demonstrated by the ability to escalate important issues with solid recommendations and judgment in dealing with sensitive governance and operational matters;
  • Exceptionally organized and detail-oriented;
  • Strong written and oral communication skills;
  • A strong collaborator who works well with all levels of the organization;
  • Calm under pressure and able to work within strict timelines and deadlines;
  • Technical proficiency, and comfortable use of software technologies, automation, data analytics, and management of confidential information; and
  • Advanced level skill with Microsoft Office suite of products (especially Word, Excel, PowerPoint, and Adobe Acrobat Pro), videoconferencing software, and board communication platforms.

ADDITIONAL INFORMATION :
  • Uses a team-based approach to achieve goals and objectives in accordance with Jefferson's Code of Conduct and its mission, vision, and values.
  • Ability to manage and oversee information accurately with insight and perspective.
  • Ability to manage multiple priorities simultaneously and consistently meet deadlines.

Possession of a high degree of technical competency and skills to effectively manage complex matters and advance the goals and objectives of Jefferson's effective compliance program.

Closing Statement

About Jefferson

Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. Thomas Jefferson University , home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. Jefferson Health , nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.

Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.

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