Military Spouse Connection Jobs

Job Title

Strategic External Affairs Coordinator

Department

Strategic External Affairs

Exemption Status

Non-Exempt

Requisition #

24591

Direct Reports

N/A

Manager Title

Chief of Staff

Pay & Benefits

Estimated hiring range $ 57,560 - $70,360 / year, 5% bonus target, full benefits.

www.careoregon.org/about-us/careers/benefits

Posting Notes

This is a hybrid role with 1-2 days per week or month in the Community or Office.

Job Summary

The Department Coordinator is responsible for coordinating and supporting the operations and/or programs of a particular department within CareOregon. Specific job duties vary based on the department but may include supporting project coordination, process improvement, reporting, data tracking and other duties. The role will also provide a range of administrative support including support for department leadership activities. Coordination spans across CareOregon, affiliated entities and organizational partnerships.

Essential Responsibilities

Department Coordination

• Coordinate and support daily operations of the department as directed by the department manager.

• Coordinate department projects, initiatives, activities, and communications.

• Coordinate, participate in, and help facilitate meetings.

• Monitor, maintain and report on initiatives or program operations milestones.

• Collaborate with external departments and leaders to promote the success of interdepartmental programs or initiatives.

• Support department leaders in designing and implementing operational and/or programmatic process improvements.

• Proactively identify and provide suggestions for process improvement.

• Gather and compile information as requested from various sources (e.g., records, email, minutes, presentations, etc.) for reporting and other purposes; provide summaries of data as needed.

• Facilitate clear channels of communication and escalate potential issues to department leadership as appropriate.

• Depending on department, duties may include:

• Tracking and coordinating resources, service delivery operations, payment activities, and/or reporting and compliance requirements

• Submitting payment requests, contracting paperwork, project reports and/or regulatory deliverables by established deadlines

• Tracking the creation, publication, and management of internal and external facing documents

• Maintaining internal department website content

• Becoming go-to person within the department for Smartsheet technical assistance

  Administrative Support

• Schedule and coordinate meetings (e.g., prepare agendas and decision documents in advance, organize speakers, arrange for space and catering needs, etc.)

• C oordinate and provide administrative support for virtual trainings or meetings.

• Compile, edit and summarize information using Microsoft Office Suite; produce reports and display data from spreadsheets.

• Create or update presentation materials as needed.

• Track, organize and submit expense reports and invoices.

• Maintain department records and assists in the compilation and preparation of department reports information.

• Coordinate travel and training arrangements for department staff.

• Support new hire onboarding processes and setup.

• Depending on department, duties may include:

• Managing and maintaining calendars for department leader(s)

• Coordinating mailing activities (e.g., collecting or distributing mailing materials, coordinating with mailroom staff, tracking mailings, etc.)

• Responding to internal and external customers

• Managing office supplies and coordinating maintenance of office equipment and facility needs

• Working in partnership with other administrative staff and providing back-up support

  Organizational Responsibilities

• Perform work in alignment with the organization’s mission, vision and values.

• Support the organization’s commitment to equity, diversity and inclusion by fostering a culture of open mindedness, cultural awareness, compassion and respect for all individuals.

• Strive to meet annual business goals in support of the organization’s strategic goals.

• Adhere to the organization’s policies, procedures and other relevant compliance needs.

• Perform other duties as needed.

  Experience and/or Education

  Required

• Minimum 2 years’ experience in a similar role in a program coordination or complex administrative position

  Preferred

• Experience working in a health plan or coordinated care organization environment

• Experience working with or within community-based organizations or the delivery of social health services

  Knowledge, Skills and Abilities Required

  Knowledge

• Understanding of the effects of health disparities and social determinants of health, and familiarity with community-based organization operations and services

• Understanding of program administration

• Understanding of program and self-organization principles

• Knowledge of process improvement methods

• Advanced understanding of clerical and operational procedures and systems such as recordkeeping, filing, and department workflows

  Skills and Abilities

• Excellent organizational and record keeping skills; strong attention to detail

• Proficient with Word, Excel, PowerPoint, and similar software

• Strong collaboration and prioritization skills

• Excellent organizational and record keeping skills; strong attention to detail

• Excellent customer service and relationship building skills

• Ability to use good judgment, personal initiative, and discretion to perform a variety of tasks with particular attention to detail

• Ability to retain and maintain confidential files

• Strong editing, oral and written communication skills

• Ability to support and comply with organizational policies, procedures, and guidelines

• Ability to effectively interact with and guide individuals at all levels internal and external to the organization

• Ability to work effectively with diverse individuals and groups

• Ability to learn, focus, understand, and evaluate information and determine appropriate actions

• Ability to accept direction and feedback, as well as tolerate and manage stress

• Ability to see and read for at least 6 hours/day

• Ability to hear, speak clearly, and perform repetitive finger and wrist movement for at least 3-6 hours/day

  Working Conditions

  Work Environment(s): ☒ Indoor/Office ☐ Community ☐ Facilities/Security ☐ Outdoor Exposure

  Member/Patient Facing: ☒ No ☐ Telephonic ☐ In Person

  Hazards: May include, but not limited to, physical and ergonomic hazards.

  Equipment: General office equipment

  Travel: May include occasional required or optional travel outside of the workplace; the employee’s personal vehicle, local transit or other means of transportation may be used.

  #LI-HYBRID

  Candidates of color are strongly encouraged to apply. CareOregon is committed to building a linguistically and culturally diverse and inclusive work environment.

  Veterans are strongly encouraged to apply.

  We are an equal opportunity employer. CareOregon considers all candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or veteran status.

  Visa sponsorship is not available at this time.