Operations Administrative Assistant

OakLeaf Clinics - Chippewa Falls

OakLeaf Clinics - Chippewa Falls has an exciting opportunity to join our growing team as an operations administrative assistant.

OakLeaf Clinics is dedicated to providing our patients with compassion, trust, and a lifetime of individualized care. Our healthcare team consists of physicians, nurse practitioners, physician assistants, dietitians, nurses, respiratory therapists, and medical assistants working in concert with laboratory/imaging services to offer individualized care to the Chippewa Valley.

Position description

As an operations administrative assistant, you'll be a part of a collaborative and innovative team. You will provide the executive leadership team with high-level administrative support in an organized and timely manner. Your work will align with OakLeaf Clinics' goals and objectives, and your tasks will vary from taking on small projects to supporting everyday administrative duties. 

Responsibilities will include managing schedules, organizing meetings, handling communications, preparing documents, maintaining records, and ensuring smooth operations and effective communication within OakLeaf Clinics. Balancing multiple priorities simultaneously will require flexibility, and you may be asked to complete additional assigned duties as needed.

Responsibilities

• Schedule meetings for a variety of leaders and groups, including the Board of Directors, various Special Projects Committees, and third-party vendors or contractors
• Record meeting minutes accurately and maintain and store them appropriately
• Prepare documents, including presentation materials and agendas for meetings
• Create and manage the e-newsletter, including clinical updates weekly
• Organize, track, and schedule all required ACLS/BLS training classes bi-monthly for all clinics
• Manage cloud-based phone system, including e-fax operations
• Manage the online team member portal, including records of various policies and procedures
• Address website maintenance needs and updates as needed
• Handle all social media accounts and publications or postings
• Maintain and keep records of all OakLeaf Clinics clinical contracts
• Handle executive requests and queries appropriately
• Assist with general administrative tasks (i.e., ordering supplies, scanning, copying, mailing)
• Manage multiple priorities simultaneously and be flexible to complete additional assigned duties or projects as needed

Qualifications

• Excellent in Adobe Acrobat Pro, Excel, and Microsoft 365Experience dealing with confidential information in an environment where you must apply discretion and judgment
• Excellent verbal and written communication skills
• Ability to learn and adapt to current technological needsAdaptable and resilient to a fast-changing environment with competing priorities
• Excellent organizational skills, including an ability to multitask, problem-solve, and adapt to changing priorities
• Demonstrate a positive attitude, a sense of ownership, and a commitment to delivering OakLeaf Clinics' mission
• Ability to work both independently and in a team setting
• High school diploma or equivalent, associate degree is preferred
• Three or more years of executive administrative experience working in a fast-paced environment

Work environment

While performing the duties of this job, the employee regularly works in an office setting.

Physical demands

The physical demands described here represent those that must be met by an employee to perform the essential functions of this job successfully. Major activities of this job include sitting or standing for long periods of time and light physical effort performed on a level surface. The office involves carrying, lifting, kneeling, bending, reaching, and squatting. Use a computer and telephone and employ writing and organizational skills. Manual dexterity, mobility, and good vision that includes near acuity, depth perception, and accommodation are physical requirements necessary for technical work.

Salary: Starting at $24 per hour
Education: Associates
Job Type: Full Time
Experience: 2+ years
Location: 855 Lakeland Drive • Chippewa Falls, WI 54729

To apply, please send cover letter and resume to:

Carissa Eppens, Human Resources Administrative Assistant

OakLeaf Clinics
719 W Hamilton Ave, Suite B, Eau Claire, WI 54701

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