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Board Administration Specialist

2 months ago

Springfield, United States PacificSource Health Plans Full time

***Candidates must be located in the general Springfield/Eugene area***

The Board Administration Specialist is accountable for the daily operations under the guidance of the Chief of Staff/Board Liaison. This role involves the oversight and coordination of all documentation pertaining to the Pacific Health Associates Board of Directors.

Key Responsibilities:

  • Ensure the creation, accuracy, and upkeep of materials for board and committee meetings, including board presentations and community engagement initiatives. Develop and maintain agendas, board policies, contracts, legal documents, as well as minutes and other meeting materials.
  • Establish and maintain an annual board calendar to ensure compliance with regulatory obligations and adherence to governance standards.
  • Assist in the organization of meeting logistics, agenda formulation, schedule maintenance, record-keeping, correspondence, minutes, meeting materials, and other corporate documentation.
  • Collaborate with the Board Chair and Governance Chair to orient all new board members.
  • Coordinate with the Finance department to review the annual budget and manage other financial matters between the Board and the Finance Team.
  • Act as a liaison between investment advisors, various investment funds, and the finance department, ensuring timely and efficient communication of fund updates and periodic account statements for financial reporting.
  • Design and produce intricate documents, reports, and presentations; gather and prepare information for meetings with staff and external parties; and draft and prepare correspondence.
  • Support essential strategic partnerships and relationships between the board and key stakeholders.
  • Prioritize requests for critical decisions or responses from the board and internal leaders, including those of a highly confidential or sensitive nature.
  • Manage workflows and track deliverables and details of special projects and activities as necessary.

Supporting Responsibilities:

  • Meet departmental and organizational performance and attendance expectations.
  • Adhere to privacy policies and regulations concerning the confidentiality and security of protected health information.
  • Perform additional duties as assigned.

Success Profile

Work Experience: A minimum of 5-7 years of high-level administrative experience is required, with a preference for experience working with a board of directors. Independent work experience is also preferred.

Education, Certificates, and/or Licenses: A Bachelor's degree in business or a related field, or equivalent work experience is required.

Knowledge: Comprehensive knowledge of business principles and administrative techniques, organizational management, operational planning, and financial analysis is essential. Ability to perform tasks under pressure and prioritize effectively while maintaining confidentiality and security of information. Excellent verbal and written communication skills are required.

Competencies:

  • Adaptability
  • Building customer loyalty
  • Establishing strategic work relationships
  • Fostering trust
  • Continuous improvement
  • Contributing to team success
  • Planning and organizing
  • Maintaining work standards

Work Environment: Office setting with ergonomically configured equipment.

Skills:

  • Accountability
  • Communication (written and verbal)
  • Flexibility
  • Active listening
  • Organizational skills/Planning
  • Problem-solving
  • Teamwork

Our Values:

We are guided by our core values, which shape our business practices:

  • Commitment to integrity.
  • Collaboration towards a common goal.
  • Responsibility for customer service.
  • Encouragement of open communication at all levels.
  • Active participation in community improvement efforts.
  • Advancement of social justice, equity, diversity, and inclusion.
  • Promotion of creativity, innovation, and excellence.

Physical Requirements: Ability to stoop and bend, sit and/or stand for extended periods while performing core job functions. Repetitive motions including typing, sorting, and filing. Light lifting and carrying of files and business materials. Proficiency in reading and comprehending both written and spoken English. Clear and effective communication is essential.

Disclaimer: This job description outlines the general nature and level of work performed by employees in this position and is subject to change. It is not intended to be a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to this position.

PacificSource is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, sexual orientation, gender identity, or age.

Diversity and Inclusion: PacificSource values the diversity of the people we hire and serve. We are committed to creating a diverse environment and fostering a workplace in which individual differences are appreciated, respected, and responded to in ways that fully develop and utilize each person's talents and strengths.