Senior Administrative Assistant

The Sr. Administrative Assistant plays a critical role in supporting the efficient functioning of legal operations and administrative processes. This position provides high-level confidential administrative support to various attorneys and department team members, serves as the gatekeeper and face of the Law Department to internal and external colleagues, independently applies analytical and problem-solving skills to resolve issues and communicates and interacts with senior-level HealthPartners personnel and their executive assistants.

MINIMUM QUALIFICATIONS:

• Education, Experience or Equivalent Combination:
  
  
  
  • 3+ years' recent experience in the role of administrative assistant in either a health care, insurance, or legal setting
  • Associate's or Bachelor's degree preferred
  • High School Diploma or GED required
    
    
  
  
• Licensure/ Registration/ Certification:
  
  
  
  • None
  
  
• Knowledge, Skills, and Abilities:
  
  
  
  • Enjoy the role of professional administrative assistant with a strong desire to support others
  • Represent our department to internal and external customers in a warm, welcoming, helpful, supportive, and professional manner.
  • Strong and established knowledge of various office software products, including Microsoft Outlook, Word, Excel, and PowerPoint, Share Point, document, and case management software.
  • Ability to effectively and independently manage processes and complete tasks using established tools, checklists, research skills, and ability to effectively troubleshoot issues to resolution
  • Possess excellent work habits-is accountable, dependable, demonstrates good judgment, effectively manage time, strong attention to detail, ability to follow instructions, effectively track projects, and perform well under pressure to meet tight deadlines
  • Ability to build and maintain positive relationships with others
  • Demonstrates effective and professional oral and written communication skills
  • Excellent spelling, grammar, editing and proof-reading skills
  • Have an eye for identifying inefficient workflows and processes and the willingness to offer suggestions to make improvements
  • Experience working with and protecting highly confidential and sensitive information
  
  

PREFERRED QUALIFICATIONS:

• Education, Experience or Equivalent Combination:
  
  
  
  • 3+ years experience in healthcare, insurance, or law environment in an administrative support role.
    
    
  
  
• Licensure/ Registration/ Certification:
  
  
  
  • None
  
  

ESSENTIAL DUTIES:

• Schedule complex meetings and process incoming calendaring requests pursuant to the calendaring preferences and needs of supported persons
• Prepare agendas and other related meeting materials
• Draft, design, proofread, and edit various confidential documents, spreadsheets, tracking tools, power point presentations, and other documents as requested.
• Prepare, edit, and design documents
• Ensure the timely and accurate processing of various business and personal expenses and invoices.
• Register and track association memberships
• Manage continuing education registration, expense, and credit tracking.
• Support the business travel process by managing travel arrangements, creation of itineraries, and related expense tracking.
• Renew attorney license and update related tracking tools.
• Provide backup support coverage when other administrative team members are away.
• Provide in-office support, which includes but is not limited to the following:
  
  
  
  • Processing incoming mail;
  • Monitoring the law department general phone line and triaging calls;
  • Processing incoming checks, including but not limited to subrogation checks;
  
  
• File and obtain various filings with state secretary of state offices;
• Support various financial and organizational transactions and bond financing activities, which includes but is not limited to the following:
• Manage incoming certificate of insurance requests;
  
  

ORGANIZATIONAL EXPECTATIONS:

Values- All colleagues are expected to live our values:

Excellence: We strive for the best results and always look for ways to improve.

Compassion: We care and show empathy and respect for each person.

Partnership: We are strongest when we work together and with those we serve.

Integrity: We are open and honest, and we keep our commitments.

Additional Expectations:

• Complies with safety instructions, observe safe work practices, provides input on safety issues, and promotes a safe work environment.
• Maintains regular and timely attendance.
• Protects confidentiality.
• Demonstrates participation in and support of the organization's Corporate Integrity Program by participating in compliance-related education and training and complying with the organization's policies and procedures.