Office Coordinator

2 weeks ago

Honolulu, Hawaii, United States AlohaCare Full time
Job Overview

About AlohaCare:

AlohaCare is a community-focused, non-profit health organization dedicated to serving the Medicaid and Medicare dual eligible population. We deliver comprehensive managed care to qualifying members through established partnerships with quality healthcare providers and community-governed health centers. Our mission is to support individuals and communities in the true spirit of aloha by ensuring access to quality healthcare for all. This is achieved with a strong emphasis on prevention and primary care through the community health centers that founded us and continue to guide our efforts. As Hawaii's third-largest health plan, AlohaCare provides extensive prevention, primary, and specialty care coverage to foster a healthy Hawaii.

Our Work Environment:

At AlohaCare, our employees are driven by a passion for assisting Hawaii's most underserved communities. This commitment is reflected in our supportive and positive workplace culture, which promotes a healthy work/life balance, open communication, and a comprehensive benefits package.

Our leadership actively engages and empowers employees through regular diversity initiatives, recognition programs, community involvement, and educational opportunities. AlohaCare is dedicated to supporting Hawaii's families and reinforces a healthy balance between work and home life for all employees. We value honesty, respect, and trust in our interactions with both internal and external stakeholders, encouraging open communication through daily interactions, employee events, and quarterly all-staff meetings. Our extensive benefits package includes affordable medical, dental, drug, and vision insurance, a PTO program, 401k employer contributions, referral bonuses, and a pre-tax transportation and parking program.

These employee-centric initiatives contribute to a collaborative, team-oriented culture that positively impacts the communities we serve.

Key Responsibilities:

  • Document, organize, and maintain minutes from various meetings as directed by the Chief Operations Officer.
  • Coordinate frequently with Plan Operations leaders, including the Senior Director of Plan Operations and the Senior Director of Provider Operations.
  • Manage daily mail for the Chief Operations Officer, including sorting and distribution.
  • Prepare correspondence, execute mass mailings, and generate memos and reports for Plan Operations leadership.
  • Produce documents and projects, including complex charts and presentations.
  • Conduct research and analyze diverse information for confidential projects.
  • Process various documents related to payments and reimbursements.
  • Assist in the creation of training materials and document production.
  • Exhibit excellent customer service skills by maintaining positive relationships with staff and vendors, responding promptly to inquiries.
  • Maintain organized administrative files.
  • Handle special projects and additional responsibilities as assigned based on departmental needs.
  • Assist in the preparation, tracking, and maintenance of reports essential for departmental functions.
  • Generate periodic reports for management to monitor strategic initiatives as needed.
  • Perform other duties as assigned.
  • Safeguard AlohaCare's confidential information in accordance with policies and applicable laws, ensuring access to data is aligned with job classification.

Required Skills & Qualifications:

  • High School Diploma or equivalent.
  • 1-3 years of experience in an administrative support role or office coordination.
  • Strong verbal, written, and interpersonal communication skills in English, including telephone etiquette.
  • Proficient in operating general office equipment, including PCs, fax machines, and ACD Mitel Phones.
  • Intermediate proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
  • Ability to achieve results while building trust through effective communication.
  • Capable of multi-tasking and adapting to a fast-paced environment with a focus on detail and quality customer service.
  • Flexibility and critical thinking skills to analyze and solve problems effectively.
  • Positive attitude and openness to direction.
  • Consistent punctuality and regular attendance.
  • Ability to work independently while performing various administrative and secretarial tasks that require judgment and initiative.
  • Strong organizational and prioritization skills to manage workload efficiently.

Preferred Qualifications:

  • Experience in the medical or health plan sector.
  • Typing skills of 45-60 wpm with high accuracy and experience with 10 Key.

Physical Requirements:

  • Primarily indoor working conditions.
  • No significant environmental hazards.
  • Sedentary work: occasionally exerting up to 20 pounds of force and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Sedentary work typically involves sitting most of the time, with occasional walking or standing.

AlohaCare is committed to providing equal employment opportunities to all applicants in accordance with sound practices and federal and state laws. Our policy prohibits discrimination and harassment based on race, color, religion, sex (including gender identity or expression), pregnancy, age, national origin, ancestry, marital status, arrest and court record, disability, genetic information, sexual orientation, domestic or sexual violence victim status, credit history, citizenship status, military/veterans status, or other characteristics protected under applicable laws.

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