Administrative Assistant

Overview

MAVEN Project envisions a world with equitable access to expert health care. To make this vision a reality, we build and deploy a network of expert physician volunteers who offer holistic, ongoing support to providers working in safety net clinics and community health centers, resulting in higher-quality, lower-cost care delivered locally to underserved patients.

We anticipate the need for our services will grow exponentially over the next several years, driven by a combination of continued economic destabilization, permanent job and employer-sponsored insurance loss, provider shortages exacerbated by burnout, and nationwide diminished health outcomes resulting from delayed care and post-Covid complications.

Primary Function

The Administrative Assistant is responsible for streamlining the contract management process by facilitating the routing, signing, and filing of all MAVEN Project contracts. This role ensures that all contractual documents are organized, tracked, and easily accessible, while also coordinating communication between stakeholders to maintain timely execution. The Administrative Assistant will play a vital role in supporting additional administrative functions of the team, including covering the organizational general phone line and email and assisting staff with travel and conference logistics.

Detailed Responsibilities:

Contract Support and Operations Support -

Contract Routing:

• Ensure contracts are accurately completed with relevant clinic details, payment structure, and signatories.
• Facilitate the routing of contracts for review and approval.
• Coordinate signatures from relevant parties, ensuring timely responses.

Document Management:

• Maintain an organized electronic filing system for all contracts and related documents.
• Ensure all executed contracts are properly filed and easily accessible.
• Track contract renewal dates and notify appropriate team members of upcoming deadlines.

Communication:

• Serve as a point of contact for contract-related inquiries and status updates.
• Communicate effectively with team members and stakeholders regarding contract timelines and requirements.

Monitoring and Reporting:

• Track contract deadlines and renewal dates, alerting relevant parties as necessary.
• Provide regular updates on the status of contracts in the routing process.

Clinic Partner Accounts Receivable:

• Assist CFO with ensuring prompt payment of clinic partner invoices
• Ensure correct contact information for clinic invoicing

Administrative Support

• Assists with meeting scheduling
• Answers general phone line for the organization, routes or takes and communicates messages as appropriate
• Monitors MAVEN Project info email inbox, routes and responds to emails as appropriate
• Supports administrative processes associated with new employee onboarding
• Supports administrative processes associated with employee offboarding
• Assists with team member travel logistics and conference registration

Required Qualifications

• College degree in business management or related field OR related work experience
• A minimum of 2-3 years of administrative experience in a remote environment
• A minimum of 2-3 years of experience in contract administration
• Strong organizational skills- ability to manage and effectively maintain records/files.
• Experience assisting with travel and hotel accommodations, and providing general office operations support.
• Very high EQ
• Very strong interpersonal skills and the ability to build and maintain professional, friendly, and cordial relationships with stakeholders, including staff and external partners
• Proven ability to handle tight and multiple deadlines, confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Polished, expert-level written/editorial/composition and verbal communications.
• Strong computer skills: proficiency in Microsoft Office; Word, Excel, PowerPoint, and Outlook.
• Demonstrated interest in health care, particularly around health equity and access.

Preferred Qualifications

• Salesforce experience

MAVEN Project is unable to provide Visa sponsorship at this time.

Qualified Applicants MUST reside in the United States of America

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• How many years experience do you have working as a remote employee?
• Do you require Visa sponsorship?

Education:

• Bachelor's (Required)

Experience:

• Contract Administration: 2 years (Required)
• Administrative experience: 2 years (Required)
• Microsoft Office: 2 years (Required)
• Microsoft Word: 2 years (Required)

Work Location: Remote