You are looking at an archived version of our site. Please visit thepcc.org for a fresh, new experience!
Office Manager - Executive Assistant
Office Manager/Executive Assistant
Founded in 2006, the Primary Care Collaborative (PCC) is a nonprofit multi-stakeholder membership organization dedicated to advancing an effective and efficient health system built on a strong foundation of primary care. Representing a broad group of public and private organizations, the PCC’s mission is to unify and engage diverse stakeholders in promoting policies and sharing best practices that support high-performing primary care and achieve the “Quadruple Aim”: better care, better health, lower costs, and greater joy for clinicians and staff in delivery of care.
Position Description:
The Office Manager/Executive Assistant is part of a dynamic, nonprofit organization whose mission is to promote robust primary care to achieve the Quadruple Aim. This valuable member of the team serves as the first point of contact for PCC members and the public, and a key interface with the PCC Board of Directors. This individual handles and/or oversees key administrative processes, including coordination of financial information with an outside accounting firm; payroll and HR functions with an outside benefits firm, scheduling and other support for the President/Chief Executive Officer, and is the interface with a tech support firm. The Office Manager also provides general administrative/operations support for the organization and staff, and works closely with the CEO on Board and committee material preparation, including serving as PCC’s Board Secretary.
Key Responsibilities:
Serves as first point of contact with members and the general public, face to face, via e-mail and in telephone communications; monitors the Admin inbox and distributes key opportunities/ inquiries to staff as appropriate
Provides day to day oversight of financial management firm; facilitates distribution of financial information to financial management firm on a weekly basis to include AP, AR, financial notices.
Oversees payroll and accounts payable/receivables processes
Reconciles corporate AMEX account by preparing required monthly reports and receipt retention;
Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
Works with President/CEO and other senior staff to produce and deliver materials as requested;
Assists with the coordination of staff and conference speaker travel and processes reimbursements per organization policies;
Maintains files and records, both electronically and paper copies;
Maintains office supplies inventory and anticipates needed supplies; evaluates and purchases new office and IT products as needed;
Manages interface with building management;
Oversees external tech support; provides general administrative support for staff;
Provides board support including scheduling of meetings, maintaining minutes as PCC’s Secretary, and helps to produce Board and committee materials;
Provides operations support of both in house and external grant-funded projects as needed;
Establish and document appropriate office procedures;
Exercise confidentiality with employee, office and member activity;
Undertakes special projects and perform other duties as assigned.
Qualifications:
Bachelor’s degree preferred
5-7 years experience in an office management position in a public/private/nonprofit environment
Experience and ability to work independently, as well as with and across all levels of management and line staff
Strong analytical skills, including fluency with financial information
Detail oriented, with highest standards of communications including proofreading of documents and electronic communications
Customer service orientation in dealing with PCC members, Board and board staff, and vendors
Experience and ability to influence and collaborate in a diverse and cross-functional workplace
Proficiency in MS Office Suite of products
Management of multiple deadlines, priorities and contractors
