Administrative Assistant

Washington Physicians Health Program (WPHP) has an outstanding employment opportunity for a full-time Administrative Assistant. This is a non-exempt remote position based in Washington state with occasional in-person events. The Administrative Assistant works in close collaboration with the Administrative Director to support administrative functions of WPHP. The ideal candidate will be highly detail oriented, reliable and bring strong organizational and project management skills to the role.

Founded in 1986, WPHP is a small, independent, physician-lead, nonprofit organization that advances patient safety by supporting the recovery of doctoral level health care providers in the State of Washington. WPHP provides confidential assistance to health care professionals with medical conditions that may affect their ability to practice medicine safely. WPHP is recognized as one of the strongest physician health programs in the United States.

This is a fantastic opportunity to join a professional team working in service to an important social mission. See for more information. With a generous pay structure, an excellent benefits package, flexible work arrangements and a wonderful team of coworkers, this position offers the complete package.

POSITION DUTIES AND RESPONSBILITIES:

Administrative Operations

General operations

• Maintains basic understanding of day-to-day functions of office systems
• Supports smooth office operations by ensuring equipment is in working order and supplies are in stock
• Assists staff with IT issues
• Opens and distributes all incoming mail
• Monitors various emails
• Assists with faxes, packages, and outgoing mail when needed
• Support HR functions related to on/off boarding, training, annual surveys
• Maintain and update administrative data/records

Internal experience management

• Supports the planning and execution of internal staff meetings and retreats and facilitator meetings
• Manage team building activities and staff acknowledgements
• Takes the lead to provide meeting support services

Operations Improvement

• Support program improvement and maintenance efforts
• Assists in projects related to improving systems and processes
• Assists with special projects for the administrative team

Building management

• Designated Floor Warden for emergency preparedness
• Assists in relaying building notices to staff and work orders

Communications and Marketing Support

• Assists in outreach email communications
• Assists in the production of WPHP reports and publications, creating and/or proofreading content, and formatting and compiling data
• Assists with special projects for the communications team

Board of Directors Support

• Schedules board, committee and working group meetings
• Coordinates all meeting logistics
• Produces meeting materials and distributes in advance
• Takes minutes at meetings
• Arranges board member travel and hotel for out-of-town members
• Supports special projects as needed

Annual Reunion

• Supports the production of WPHP Annual reunion, including planning coordination, venue contracting, collateral creation, advertising, registration, attendee correspondence, rooming arrangements, budget management, statistical tracking and event evaluation

Support and General Responsibilities

• Provide team support and assist other staff with special projects or other activities requiring team effort as requested.
• Carry out responsibilities in a manner consistent with WPHP policies and procedures.

QUALIFICATIONS

• B.A./B.S. degree preferred
• Minimum of 2 years office administration experience
• Strong mastery of Windows, Office365 and Microsoft Office Suite products. Includes Teams, Word, Outlook, Excel, and PowerPoint. MS Office, including Word, Outlook, Excel and PowerPoint.
• Experienced with Salesforce, Word Press, Mailchimp, social media platforms
• Tech savvy
• Excellent written and oral communications and editing and proofreading skills
• Event and meeting planning experience
• Strong organizational skills and attention to detail
• Positive, flexible attitude and ability to function independently (self-starter) as part of a busy team
• Always Represents WPHP with professionalism
• Able to maintain confidentiality and discretion
• Excellent organizational skills, customer service skills (telephone and in-person)

REMOTE WORK

While this job is fully remote, employees are required to reside in Washington state

Employees are expected to:

• Have an appropriate and private space to work in (confidential work)
• Have fast and reliable internet access to conduct work
• Basic understanding/ability of setting up laptop/monitor equipment (WPHP provides work equipment that includes laptop, monitor, webcam, keyboard/mouse)
• Travel/in person work: Employees will be required to attend in person, quarterly functions which will be agreed upon in advance
• Additionally, this role requires someone who can (on occasion) easily/reliably travel to/within Seattle to attend in person meetings or handle administrative tasks

BENEFITS

WPHP offers a generous benefits package which includes:

• Full insurance coverage (health, dental, vision) – coverage provided at no cost to employee
• Retirement Plan (403b) – Employer contribution of 6% of salary after 6 full months of employment
• Paid sick leave
• Vacation - 15 days at start of employment
• Holiday leave – 11 federally observed holidays plus 3 floating holidays for you to use
• Monthly remote work stipend

Job Type: Full-time

Pay: $ $25.25 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Application Question(s):

• Do you now or in the future require visa sponsorship to continue working in the United States?
• I understand that this job is fully remote but requires that I reside in Washington state and that I will need to attend quarterly in person staff retreats in Seattle. Additionally, I understand that this role requires someone who can (on occasion) easily/reliably travel to the city to attend in person meetings or handle administrative tasks.
• Do you presently reside in Washington state? If no, please indicate when you will be relocating to Washington.

Experience:

• administrative: 1 year (Preferred)

Work Location: Remote