administrative project coordinator

ProPharma

<div>
 For the past 20 years, ProPharma has improved the health and wellness of patients by providing advice and expertise that empowers biotech, med device, and pharmaceutical organizations of all sizes to confidently advance scientific breakthroughs and introduce new therapies. ProPharma partners with its clients through an advise-build-operate model across the complete product lifecycle. With deep domain expertise in regulatory sciences, clinical research solutions, quality &amp; compliance, pharmacovigilance, medical information, and R&amp;D technology, ProPharma offers an end-to-end suite of fully customizable consulting solutions that de-risk and accelerate our partners&rsquo; most high-profile drug and device programs.
 
 
 **In Office position reporting to either Gaithersburg, MD OR Conshohocken, PA offices**
 
 
 Reporting to one of the VPs, Clinical Development, the Clinical Administrative &amp; Project Coordinator will provide essential support to senior clinicians, including targeted assistance on selected clinical trials they lead within our biotech company. This role will be critical in enabling senior clinicians to focus on their highest-impact activities. To achieve this, the role will focus on ensuring smooth day-to-day functioning of senior physicians&rsquo; schedules; facilitating communications inter- and intra-departmentally; and supporting administrative, operational and business processes, including those related to selected clinical trials. The ideal candidate will be a detail-oriented, highly motivated self-starter, eager to contribute in a dynamic, fast-paced biotech environment. They will have exceptional problem-solving and critical analysis skills, strong interpersonal skills, excellent written, oral and graphic communication skills, ability to leverage technology and artificial intelligence, and an expert attention to detail. Further, they will excel at managing multiple priorities concurrently and will be comfortable collaborating across a diverse range of stakeholders.
 
 
 
 Executive Support
 
 
 
 <ul>
 <li>
 Provide high-quality administrative support to multiple senior clinicians, including drafting correspondence, preparing presentations, and coordinating communications across departments
 </li>
 <li>
 Collaborate closely with the Chief of Staff, Executive Administrator, and Clinical Development Leadership Team to facilitate efficient daily operations
 </li>
 <li>
 Assist with maintaining documentation, policies, and procedures within Clinical Development
 </li>
 <li>
 Act as a point of contact between Clinical Development and cross-functional teams, managing information flow with clarity and discretion
 </li>
 <li>
 Ensure confidentiality and professionalism when handling sensitive information
 
 
 </li>
 </ul>
 
 Calendar and Time Management
 
 
 
 <ul>
 <li>
 Efficiently and thoughtfully manage the complex calendars of multiple senior clinicians, with a keen eye to prioritization and stakeholder management
 </li>
 <li>
 Screen requests for, and coordinate meetings, calls, interviews and small and large events for the senior clinicians
 </li>
 <li>
 Ensure time is optimized and aligned with clinical trial milestones and business objectives
 </li>
 <li>
 Handle last-minute changes and conflicts with tact and professionalism
 
 
 </li>
 </ul>
 
 Meeting Coordination &amp; Advising
 
 
 
 <ul>
 <li>
 Prepare agendas for key meetings within Clinical Development, take notes and identify action items and follow-up over the short and long term in support of the senior clinicians
 </li>
 <li>
 Ensure senior-level Clinical Development meetings are effective and efficient by ensuring all stakeholders are prepped and agendas and pre-reads are provided in advance, and action items are tracked after each meeting
 </li>
 <li>
 Ensure effective and timely information flow between meetings and stakeholders, seaming together different workstreams and conversations
 
 
 </li>
 </ul>
 
 International Travel Planning and Investigator Outreach
 
 
 
 <ul>
 <li>
 In support of senior clinicians involved in investigator engagements and scientific congress attendance, organize and manage detailed, complex international travel itineraries including flights, accommodations, visas, ground transportation, and expense reports
 </li>
 <li>
 Provide professional support for outreach to clinical trial sites and investigators, ensuring communication is timely and accurate
 </li>
 <li>
 Anticipate the needs of senior clinicians while ensuring compliance with company travel policies and budget constraints
 
 
 </li>
 </ul>
 
 Project &amp; Data Support
 
 
 
 <ul>
 <li>
 Support Clinical Development in tracking project timelines, milestones, and deliverables, generating and sharing routine updates as needed
 </li>
 <li>
 Assist on special projects (e.g., ad hoc data analyses) and process improvements from senior-level Clinical Development meetings to facilitate departmental and corporate objectives
 </li>
 <li>
 Apply project management principles to ensure timely delivery of projects and process improvements (e.g., track timelines, deliverables, and accountabilities)
 </li>
 <li>
 Assist with preparation and formatting of reports, updates, and presentations for internal stakeholders and external collaborators
 </li>
 <li>
 Leverage technology and software tools (Microsoft Office, CRM systems, project trackers, AIenabled tools) to streamline workflows and enhance team productivity
 
 
 </li>
 </ul>
 
 Required Experience &amp; Knowledge
 
 
 
 <ul>
 <li>
 Bachelor's degree
 </li>
 <li>
 At least 2-3 years of experience in a project coordinator, analyst or administrative support role
 </li>
 <li>
 Strong organizational skills with the ability to manage multiple tasks and priorities.
 </li>
 <li>
 Excellent written, verbal and graphic communication skills.
 </li>
 <li>
 Professional presence and expert interpersonal skills to build strong relationships with executive team members, colleagues and junior staff
 </li>
 <li>
 Experience with calendar management, travel coordination, and meeting planning.
 </li>
 <li>
 Exceptional computer skills, including advanced proficiency with Microsoft Office Suite (Excel, PowerPoint, Word, Forms) and calendar management software (Outlook, Google Calendar, etc.)
 </li>
 <li>
 Strong problem-solving skills and the ability to work independently in a fast-paced, dynamic environment.
 </li>
 <li>
 Enthusiastic and open attitude towards continuous professional development
 
 
 </li>
 </ul>
 
 Preferred Experience &amp; Knowledge
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s Degree in Business, Life Sciences, or a related field.
 </li>
 <li>
 Prior experience in clinical research and/or biotechnology, pharmaceutical or healthcare industries
 </li>
 <li>
 Awareness of clinical trial processes and regulatory requirements
 </li>
 <li>
 Experience with travel and expenses management
 </li>
 <li>
 Familiarity with project management, customer relationship management and AI tools
 
 
 </li>
 </ul>
 We celebrate our differences and strive to create a workplace where each person can be their authentic self. We are committed to diversity, equity, and inclusion. Employees are encouraged to unleash their innovative, collaborative, and entrepreneurial spirits. With a holistic approach as an Equal Opportunity Employer, we provide a safe space where all employees feel empowered to succeed.
 
 
 All applications to roles at ProPharma are personally reviewed by a member of our recruitment team. We do not rely on AI screening tools to support our hiring process. You will always receive an outcome to your application so that you have an answer from us - whether you're successful or not.
 
 
 ***ProPharma Group does not accept unsolicited resumes from recruiters/third parties. Please, no phone calls or emails to anyone regarding this posting.***
 
 
</div>

Clinical Administrative & Project Coordinator

DaBella

<div>We are currently hiring a competitive Project Coordinator to help manage our fast-paced environment, create a consistent positive customer experience for our clients, as well as drive productivity for their respective region. This position is critical for the overall success of the branch and offers the opportunity to build influence company-wide.
Why DaBella?
DaBella is the fastest-growing home improvement company in the United States. We have a total of 60 branches across the nation, and are continuing to open new locations every year! Our vision is to care for families and care for homes; while striving to transform home improvement services across the county! When you join the DaBella Team, you'll experience a shared dedication to a greater goal, and an opportunity to be part of a future-focused team of innovative leaders.
Status: Full-Time - Monday through Friday.
Compensation: $23.00 - $25.00 Hourly
Job Responsibilities:<ul><li>
Collaborate with vendors, sub-contractors, customers, and sales team members on multiple projects at any time</li><li>
Oversee projects across multiple markets to ensure project deadlines and quality standards are met</li><li>
Serve as the initial point of contact for all visitors</li><li>
Process deposits and final payments for projects assigned</li><li>
Coordinate office supply orders and vendor management</li><li>
Provide general clerical and administrative support</li></ul>
Qualifications:<ul><li>
Strong organizational and time management skills</li><li>
Ability to independently manage multiple priorities and deadlines</li><li>
Must be well-organized, accurate, and detail-oriented</li><li>
Excellent written and verbal communication skills</li><li>
Comfortable interacting with all levels of leadership</li></ul>
Benefits:
Employees and their families are eligible to enroll in:<ul><li>
Medical, Dental, and Vision</li><li>
Health Savings Account (HSA)</li><li>
Company Sponsored Life Insurance</li><li>
Supplemental Life Insurance</li><li>
Long-term and short-term disability</li><li>
Accident protection</li><li>
Employee assistance program - access to counseling services and other tools to improve work/family/life balance</li><li>
Pet Insurance for your furry family member</li><li>
401k plan</li><li>
Additional Insurance Programs including:</li><li>
UHC Rewards</li><li>
Rally Health</li><li>
One Pass Select (gym membership subscription)</li></ul>
Additional Perks:<ul><li>
VPTO (Volunteer paid time off) year-round incentives to give back to your local community</li><li>
Personal/Professional Development - we provide books, courses, and opportunities to attend leadership conferences</li><li>
Relocation opportunities to other branches across the nation</li></ul>
Each DaBella Employee receives:<ul><li>
80 hours of Paid Time Off annually with incremental increases</li><li>
6 paid holidays during a calendar year effective day one of employment</li></ul>
**This is an IN-OFFICE role**
For more information, please visit DaBella.us</div>

Administrative Project Coordinator - Level 1

S-E-A

<div>
 SEA, Ltd. is a nationally recognized forensic engineering firm, with over 55 years of industry experience. We find the "why" when things fail. Our primary clients consist of attorneys, insurance companies and manufacturers. Due to growth, we are seeking an Administrative Assistant (Project Coordinator) to work in-office, in our Atlanta (Duluth) office. This position will support a busy team of technical engineers. Previous legal experience (paralegal, legal assistant or familiarity with medica records) is preferred but professional office experience is required. Qualified candidates will have demonstrated strong attention to detail and follow-up.
 
 
 *Please note that this is an in-office opportunity*
 
 
 
 Essential Job Functions &amp; Responsibilities
 
 
 
 <ul>
 <li>
 Provide proactive administrative support for various engineers by scheduling and tracking incoming and ongoing projects
 </li>
 <li>
 Responsible for document proofreading and letter composition
 </li>
 <li>
 Maintaining and coordinating engineers' schedules of meetings, site inspections, depositions, mediations, arbitrations, and trials and changes to trial schedules
 </li>
 <li>
 Review medical records as pertinent to ongoing matters
 </li>
 <li>
 Uploading images and documents to electronic files
 </li>
 <li>
 Handles verbal and written client communications
 </li>
 <li>
 Ability to understand the relationships and interplay of parties involved in the industries in which we operate, and to regularly apply that knowledge
 </li>
 <li>
 Maintains office files and databases
 </li>
 <li>
 Spreadsheet creation, data entry and manipulation
 </li>
 <li>
 Manage meeting and lab exam scheduling, both in-person and virtually
 </li>
 <li>
 Provide back up support for performing conflict checks
 </li>
 <li>
 Serve as receptionist as needed Answer in-bound telephone calls
 </li>
 <li>
 Assist with time and cost entry and reviewing of invoicing
 </li>
 <li>
 Regular and predictable physical presence in the office
 </li>
 <li>
 Accept and integrate constructive feedback into job performance
 
 
 </li>
 </ul>
 
 Position Requirements
 
 
 
 <ul>
 <li>
 Bachelor's degree preferred but commensurate experience is considered
 </li>
 <li>
 Professional office experience required, legal or medical is a plus
 </li>
 <li>
 High level of proficiency in Microsoft Office (Word and Excel; PowerPoint) and Outlook, Adobe Acrobat and DocuSign
 </li>
 <li>
 Minimum of five years of professional office experience is ideal for this role
 </li>
 <li>
 Proactive approach to workflow
 </li>
 <li>
 Ability to pivot between tasks as priorities change quickly
 </li>
 <li>
 Ability to perform essential functions in a cyber-secure environment
 </li>
 <li>
 Excellent writing skills and proofreading skills
 </li>
 <li>
 Strong attention to detail
 </li>
 <li>
 Must have strong organizational, interpersonal, communication, time management and multi-tasking skills
 
 
 </li>
 </ul>
 
 Physical Requirements
 
 
 
 <ul>
 <li>
 Ability to lift 20 lbs.
 </li>
 <li>
 Ability to communicate with colleagues and clients
 </li>
 <li>
 Ability to answer phones
 </li>
 <li>
 Ability to maneuver around the office
 </li>
 <li>
 Ability to file folders
 </li>
 <li>
 Ability to use a computer/keyboard
 
 
 </li>
 </ul>
 
 Benefits
 
 
 
 <ul>
 <li>
 Two medical plan options
 </li>
 <li>
 Dental &amp; vision coverage
 </li>
 <li>
 401(k) with company match
 </li>
 <li>
 Paid vacation, sick days and holidays
 </li>
 <li>
 Company-paid STD, LTD and life insurance
 
 
 </li>
 </ul>
 
 SEA places a strong value and priority on diversity, equity and inclusion across the company. We believe these values result in a more enriched work environment for our employees and allow us to best provide to our clients. SEA is also focused on, and committed to, staff health and wellbeing. We offer several benefits aimed at health and wellbeing, including an Employee Assistance Program and a Motion Wellness Program that rewards activity through contributions to employee HSA accounts.
 
</div>

Administrative Assistant (Project Coordinator)

SEA, Ltd.

<div>SEA, Ltd. is a nationally recognized forensic engineering firm, with over 55 years of industry experience. We find the &quot;why&quot; when things fail. Our primary clients consist of attorneys, insurance companies and manufacturers. Due to growth, we are seeking an Administrative Assistant (Project Coordinator) to work in-office, in our Charlotte office. This position will support a busy team of technical engineers. Previous legal experience (paralegal, legal assistant or similar) is preferred but professional office experience is required. Qualified candidates will have demonstrated strong attention to detail and follow-up.
*Please note that this is an in-office opportunity*
Essential Job FunctionsResponsibilities:<ul><li>
Provide proactive administrative support for various engineers by scheduling and tracking incoming and ongoing projects</li><li>
Responsible for document proofreading and letter composition</li><li>
Maintaining and coordinating engineers' schedules of meetings, site inspections, depositions, mediations, arbitrations, and trials and changes to trial schedules
</li><li>Uploading images and documents to electronic files</li><li>
Handles verbal and written client communications</li><li>
Ability to understand the relationships and interplay of parties involved in the industries in which we operate, and to regularly apply that knowledge</li><li>
Maintains office files and databases</li><li>
Spreadsheet creation, data entry and manipulation</li><li>
Manage meeting and lab exam scheduling, both in-person and virtually</li><li>
Provide back up support for performing conflict checks</li><li>
Serve as receptionist as needed Answer in-bound telephone calls</li><li>
Assist with time and cost entry and reviewing of invoicing</li><li>
Regular and predictable physical presence in the office</li><li>
Accept and integrate constructive feedback into job performance</li></ul>
Position Requirements:<ul><li>
Bachelor's degree preferred but commensurate experience is considered</li><li>
Paralegal, Legal Assistant or Legal Secretary experience a plus</li><li>
High level of proficiency in Microsoft Office (Word and Excel; PowerPoint) and Outlook, Adobe Acrobat and DocuSign</li><li>
Five years or less of professional office experience is ideal for this role</li><li>
Proactive approach to workflow</li><li>
Ability to pivot between tasks as priorities change quickly</li><li>
Ability to perform essential functions in a cyber-secure environment</li><li>
Excellent writing skills and proofreading skills</li><li>
Strong attention to detail</li><li>
Must have strong organizational, interpersonal, communication, time management and multi-tasking skills</li></ul>
Physical Requirements:<ul><li>
Ability to lift 20 lbs.</li><li>
Ability to communicate with colleagues and clients</li><li>
Ability to answer phones</li><li>
Ability to maneuver around the office</li><li>
Ability to file folders</li><li>
Ability to use a computer/keyboard</li></ul>
Benefits:<ul><li>
Two medical plan options
</li><li>Dentalvision coverage</li><li>
401(k) with company match</li><li>
Paid vacation, sick days and holidays</li><li>
Company-paid STD, LTD and life insurance</li></ul>
SEA places a strong value and priority on diversity, equity and inclusion across the company. We believe these values result in a more enriched work environment for our employees and allow us to best provide to our clients. SEA is also focused on, and committed to, staff health and wellbeing. We offer several benefits aimed at health and wellbeing, including an Employee Assistance Program and a Motion Wellness Program that rewards activity through contributions to employee HSA accounts.</div>

<div>
 SEA, Ltd. is a nationally recognized forensic engineering firm, with over 55 years of industry experience. We find the "why" when things fail. Our primary clients consist of attorneys, insurance companies and manufacturers. Due to growth, we are seeking an Administrative Assistant (Project Coordinator) to work in-office, in our Charlotte office. This position will support a busy team of technical engineers. Previous legal experience (paralegal, legal assistant or similar) is preferred but professional office experience is required. Qualified candidates will have demonstrated strong attention to detail and follow-up.
 
 
 *Please note that this is an in-office opportunity*
 
 
 
 Essential Job Functions &amp; Responsibilities
 
 
 
 <ul>
 <li>
 Provide proactive administrative support for various engineers by scheduling and tracking incoming and ongoing projects
 </li>
 <li>
 Responsible for document proofreading and letter composition
 </li>
 <li>
 Maintaining and coordinating engineers' schedules of meetings, site inspections, depositions, mediations, arbitrations, and trials and changes to trial schedules
 </li>
 <li>
 Uploading images and documents to electronic files
 </li>
 <li>
 Handles verbal and written client communications
 </li>
 <li>
 Ability to understand the relationships and interplay of parties involved in the industries in which we operate, and to regularly apply that knowledge
 </li>
 <li>
 Maintains office files and databases
 </li>
 <li>
 Spreadsheet creation, data entry and manipulation
 </li>
 <li>
 Manage meeting and lab exam scheduling, both in-person and virtually
 </li>
 <li>
 Provide back up support for performing conflict checks
 </li>
 <li>
 Serve as receptionist as needed Answer in-bound telephone calls
 </li>
 <li>
 Assist with time and cost entry and reviewing of invoicing
 </li>
 <li>
 Regular and predictable physical presence in the office
 </li>
 <li>
 Accept and integrate constructive feedback into job performance
 
 
 </li>
 </ul>
 
 Position Requirements
 
 
 
 <ul>
 <li>
 Bachelor's degree preferred but commensurate experience is considered
 </li>
 <li>
 Paralegal, Legal Assistant or Legal Secretary experience a plus
 </li>
 <li>
 High level of proficiency in Microsoft Office (Word and Excel; PowerPoint) and Outlook, Adobe Acrobat and DocuSign
 </li>
 <li>
 Five years or less of professional office experience is ideal for this role
 </li>
 <li>
 Proactive approach to workflow
 </li>
 <li>
 Ability to pivot between tasks as priorities change quickly
 </li>
 <li>
 Ability to perform essential functions in a cyber-secure environment
 </li>
 <li>
 Excellent writing skills and proofreading skills
 </li>
 <li>
 Strong attention to detail
 </li>
 <li>
 Must have strong organizational, interpersonal, communication, time management and multi-tasking skills
 
 
 </li>
 </ul>
 
 Physical Requirements
 
 
 
 <ul>
 <li>
 Ability to lift 20 lbs.
 </li>
 <li>
 Ability to communicate with colleagues and clients
 </li>
 <li>
 Ability to answer phones
 </li>
 <li>
 Ability to maneuver around the office
 </li>
 <li>
 Ability to file folders
 </li>
 <li>
 Ability to use a computer/keyboard
 
 
 </li>
 </ul>
 
 Benefits
 
 
 
 <ul>
 <li>
 Two medical plan options
 </li>
 <li>
 Dental &amp; vision coverage
 </li>
 <li>
 401(k) with company match
 </li>
 <li>
 Paid vacation, sick days and holidays
 </li>
 <li>
 Company-paid STD, LTD and life insurance
 
 
 </li>
 </ul>
 
 SEA places a strong value and priority on diversity, equity and inclusion across the company. We believe these values result in a more enriched work environment for our employees and allow us to best provide to our clients. SEA is also focused on, and committed to, staff health and wellbeing. We offer several benefits aimed at health and wellbeing, including an Employee Assistance Program and a Motion Wellness Program that rewards activity through contributions to employee HSA accounts.
 
</div>

Secours Islamique France

<div>
 
 
 About us
 
 
 
 Created in 1991, Secours Islamique France (SIF) is an international non-governmental relief and development organization (NGO). SIF acts in strict neutrality, without distinction of origin, gender or religion, and is dedicated to alleviating the suffering of the world's most deprived populations.
 
 
 
 
 
 
 Mission :
 
 
 
 Reporting to the Head of Mission, the Administrative Coordinator will be in charge of managing the finance teams in the mission.
 
 
 
 
 
 Your main tasks will be as follows (non-exhaustive and evolving list):
 
 <ul>
 <li>
 Contribute to the mission&rsquo;s operational strategy and decision-making by analyzing challenges and proposing solutions ;
 </li>
 <li>
 Oversee accounting procedures, ensure accurate data entry, and manage budget preparation, including project and annual budgets ;
 </li>
 <li>
 Define and update cash management procedures, ensure proper bank reconciliation, and organize fund transfers as needed ;
 </li>
 <li>
 Supervise recruitment, onboarding, and performance management of administrative and finance staff ;
 </li>
 <li>
 Compile and submit regular administrative and financial reports to the Head of Mission.
 </li>
 </ul>
 
 
 
 
 
 Profile :
 
 
 <ul>
 <li>
 Diploma required: 5 years' higher education (business school, management and business administration) ;
 </li>
 <li>
 Minimum Experience : Atleast 3 years' experience as a field administrator and/or experience in management control at the head office of an NGO required ;
 </li>
 <li>
 Management and writing skills, very good contextual analysis skills (security management, humanitarian context, etc.) ;
 </li>
 <li>
 Proficiency in project cycle management and IT tools ;
 </li>
 <li>
 Ability to quickly assess administrative shortcomings and implement corrective measures ;
 </li>
 <li>
 Managerial skills and ability to work both in an emergency and on major projects ;
 </li>
 <li>
 Rigour, professionalism and responsiveness, especially in emergency situations, and the ability to deploy rapidly in the field ;
 </li>
 <li>
 Fluent English essential.
 </li>
 </ul>
 
 
 
 
 
 Conditions :
 
 
 <ul>
 <li>
 6 months, full time, renewable;
 </li>
 <li>
 Contract start date: Immediately ;
 </li>
 <li>
 Remuneration according to profile;
 </li>
 <li>
 Per diem, guesthouse;
 </li>
 <li>
 Health insurance - 60% covered by SIF;
 </li>
 <li>
 Repatriation/liability insurance - 100% covered by SIF;
 </li>
 <li>
 Break allowance during the 3 and 9 month breaks;
 </li>
 <li>
 Airfare to and from the mission location to home - paid by SIF at 6 and 12 months.
 </li>
 </ul>
 
 
 
 
 
 A Committed HR Policy:
 
 
 
 Secours Islamique France considers diversity a strength. We therefore review all applications as long as they demonstrate the required skills for the position.
 
 
 SIF enforces zero tolerance toward any form of fraud, corruption, moral harassment, abuse, or violence of any kind, and more generally, any violation of legislation, regulations, or the internal code of conduct.
 
 
 As a humanitarian NGO, the principle of "Do no harm" is central for SIF: we ensure that the respect and safety of the children we support in our projects remain a primary consideration for all our staff and partners.
 
 
 Our charter represents a true commitment: we mobilize all our personnel in the promotion, dissemination, and respect of the principles it sets forth.
 
 
 Together, let us rise to the challenge of solidarity that transcends differences.
 
</div>

Coordinateur administratif/Coordinatrice administrative

Washington State Health Care Authority

<div><div><div><h2 class="jobSectionHeader">Description</h2></div>
<div>Administrative Assistant 4 (AA4/ETS) &ndash; Project
71108665
This is a project position funded through 6/30/2027 with the potential for extension based on project funding.
The administrative assistant for Washington&rsquo;s Health Care Management and Coordination System (HCMACS) Enterprise Electronic Health Record (EHR) Program provides critical support to the executive director and newly-formed team developing a first-of-its-kind health IT program. This position will use their communication and organizational skills to build strong working relationships across HCA and partner agencies and to support the HCMACS Program Executive Director and HCMACS Program Office with the implementation of the HCMACS solution. If you thrive applying your administrative skills to navigate ambiguity in a fast-paced startup environment, this may be the position for you!
All HCA employees will apply an equity lens to their work, which may include but is not limited to all analyses of core business and processes.
About the program:
The State of Washington is undertaking a bold, transformative initiative to improve how health care is delivered, coordinated, and experienced for some of its most vulnerable populations. At the heart of this effort is the Health Care Management and Coordination System (HCMACS) - an integrated, enterprise-wide Electronic Health Record (EHR) platform that will help unify care delivery across multiple state agencies, Tribes, public health institutions, and community-based providers.
About the position:
The Administrative Assistant 4 is the principal administrative assistant to the HCMACS Enterprise EHR Executive Program Director providing support including, but not limited to, supporting the on-boarding of new hires, developing processes and policies, drafting high quality communications, coordinating meetings, arranging travel, drafting/reviewing correspondence for the HCMACS Executive Program Director, and coordination of information across the program and stakeholders. In addition, the position functions as a liaison on program matters including, but not limited to, requesting conference spaces and facilities, supporting personnel, and managing requests for equipment, supplies, and technology. In addition, the HCMACS Executive Program Director will assign the Administrative Assistant with supporting program leadership with key tasks such as legislative reporting, meeting minutes, and coordination of travel and training. This individual must be able to work independently and with teams in a collaborative and organized manner.
This position is eligible to telework but is frequently required to report on-site to meet business need.The default assigned work location of all Health Care Authority (HCA) positions &ndash; both on-site and telework eligible positions &ndash; is within the State of Washington. This position reports to Olympia, WA. Frequency of onsite work will vary based on business and operational needs. All agency employees are required to report on-site in Olympia on their first and last days of employment to pick up and return state-issued equipment, regardless of telework status or location.</div>
<div><h2 class="jobSectionHeader">Duties</h2></div>
<div>Some of what you will do:<ul><li>
Serves as liaison between the HCMACS Executive Program Director and key stakeholders, delivering communications in alignment with the program's mission and vision.</li><li>
Coordinates with Executive Program Director regarding requests for information and meetings.</li><li>
Drafts, reviews, and edits documents and communications using Microsoft programs such as Word, Outlook, Teams, Project, Visio, and SharePoint.</li><li>
Oversees key administrative activities for HCMACS, including maintenance and organization of SharePoint site, program documents, and routine and ad hoc communications.</li><li>
Manages and coordinates the scheduling of calendars, logistics, critical and/or large-scale meetings, and events as directed.</li><li>
Coordinates and supports hiring and contracting process with Human Resources and HCMACS Program leadership.</li><li>
Develops and manages HCMACS onboarding plan and process for hired and contracted staff.</li><li>
Resolves problems and responds to inquiries regarding rules, regulations, policies, and procedures.</li><li>
Manages assignments within HCMACS and monitors for completion, delegates, defines, and assigns critical projects and/or strategies.</li></ul></div>
<div><h2 class="jobSectionHeader">Qualifications</h2></div>
<div>Required qualifications:
Qualifying candidates will satisfy one of the following criteria combinations:
Option 1:<ul><li>
One year as an Administrative Assistant 3</li></ul>
Option 2:<ul><li>
Two years as an Administrative Assistant 2</li></ul>
Option 3:<ul><li>
High school graduation or GED and</li><li>
Four years of progressively responsible experience in office/clerical, bookkeeping, accounting, or general administrative work.</li></ul>
Required competencies:<ul><li>
The ability to take action to learn and grow.</li><li>
The ability to take action to meet the needs of others.</li></ul>
Preferred qualifications:<ul><li>
Experience supporting and/or leading teams.</li><li>
Experience with Microsoft Office products/applications including PowerPoint, Word, Excel, Outlook, SharePoint, and Teams (or other digital office communication tools, e.g. Slack)</li><li>
Experience supporting IT or health IT professionals</li><li>
Experience with Agile project management tools (e.g. Jira) or other project management tools (e.g. Asana, Monday)</li><li>
Knowledge of state personnel rules and regulations, including familiarity with the WFSE CBA</li><li>
Demonstrated leadership and problem-solving skills</li><li>
Ability to write and speak effectively; establish and maintain cooperative relations with others; coordinate and supervise the work of subordinate personnel</li></ul>
How to apply:
Only candidates who reflect the minimum qualifications on their NEOGOV profile will be considered. Failure to follow the application instructions below may lead to disqualification. To apply for this position, you will need to complete your profile which includes three professional references and attach in separate files:<ul><li>
A cover letter that specifically addresses how you meet the qualifications for this position</li><li>
Current resume</li></ul>
To take advantage of veteran preference, please do the following:<ul><li>
Attach a copy of your DD214 (Member 4 long-form copy), NGB 22, or USDVA signed verification of service letter.</li><li>
Please black out any PII (personally identifiable information) data such as social security numbers. Include your name as it appears on your application in careers.wa.gov.</li></ul></div>
<div><h2 class="jobSectionHeader">Supplemental Information</h2></div>
<div>About HCA:
Functioning as both the state's largest health care purchaser and its behavioral health authority, the Washington State Health Care Authority (HCA) is a leader in ensuring Washington residents have the opportunity to be as healthy as possible.
There are three pillars of our work: Apple Health (Medicaid); the Public Employees Benefits Board (PEBB) and School Employees Benefits Board (SEBB) programs; and behavioral health and recovery. Under these pillars, HCA purchases health care, including behavioral health treatment for more than 2.7 million Washington residents and provides behavioral health prevention, crisis, and recovery supports to all Washington residents.
What we have to offer:<ul><li>
Meaningful work with friendly co-workers who care about those we serve Voices of HCA</li><li>
A clear agency mission that drives our work and is person-centered HCA's Mission, Vision &amp; Values</li><li>
A healthy work/life balance, including alternative/flexible schedules and mobile work options.</li><li>
A great total compensation and benefit package WA State Government Benefits</li><li>
A safe, pleasant workplace in a convenient location with restaurants, and shopping nearby.</li><li>
And free parking!</li></ul>
Notes:
Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment.
HCA is an equal opportunity employer. We value the importance of creating an environment in which all employees can feel respected, included, and empowered to bring unique ideas to the agency. HCA has five employee resource groups (ERGs). ERGs are voluntary, employee-led groups whose aim is to foster a diverse, inclusive workplace aligned with HCA&rsquo;s mission. Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace. Studies have shown women, racial and ethnic minorities, and persons of disability are less likely to apply for jobs unless they feel they meet every qualification as described in a job description. Persons over 40 years of age, disabled and Vietnam era veterans, as well as people of all sexual orientations and gender identities are also encouraged to apply. If you have any questions about the required qualifications or how your experience relates to them, please contact us at HCAjobs@hca.wa.gov. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact Jake Nelko at jake.nelko@hca.wa.gov or 360.725.0945.
The Washington State Health Care Authority (HCA) is an E-Verify employer. All applicants with a legal right to work in the United States are encouraged to apply.
E-Verify&reg; is a registered trademark of the U.S. Department of Homeland Security.
Subscribe to our weekly newsletter to receive a list of new job postings at HCA.</div></div></div>
 <div></div><div><div><div>More than Just a Paycheck! 
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation. 
 
We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs. 
 
Read about our benefits: 
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time. 
 
Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits. 
 
Insurance Benefits 
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state. 
 
Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts. 
 
To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs. 
 
Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses. 
 
Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction. 
 
The Washington State Employee Assistance Program promotes the health and well-being of employees. 
 
Retirement and Deferred Compensation 
State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site. 
 
Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options. 
 
Social Security 
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system. 
 
Public Service Loan Forgiveness 
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program. 
 
Holidays 
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year. 
 
Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information. 
 
Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday. 
 
Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave. 
 
Sick Leave 
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave. 
 
Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday. 
 
Vacation (Annual Leave) 
Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave. 
 
Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. 
 
Pay status includes hours worked, time on paid leave and paid holiday. 
 
As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165. 
 
Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave. 
 
Military Leave 
Washington State supports members of the armed forces with 21 days paid military leave per year. 
 
Bereavement Leave 
Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave. 
 
Additional Leave 
Leave Sharing 
Parental Leave 
Family and Medical Leave Act (FMLA) 
Leave Without Pay 
 
Please visit the State HR Website for more detailed information regarding benefits. 
 
Updated 01-07-2026</div></div></div>

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