Executive Assistant Sr.

About SCAN

SCAN Group is a not-for-profit organization dedicated to tackling the most pressing issues facing older adults in the United States. SCAN Group is the sole corporate member of SCAN Health Plan, one of the nation’s leading not-for-profit Medicare Advantage plans, serving more than 270,000 members in California, Arizona, and Nevada. SCAN has been a mission-driven organization dedicated to keeping seniors healthy and independent for more than 40 years and is known throughout the healthcare industry and nationally as a leading expert in senior healthcare. SCAN employees are a group of talented, passionate professionals who are committed to supporting older adults on their aging journey, while also innovating healthcare for seniors everywhere. Employees are provided in-depth training and access to state-of-the-art tools necessary to do their jobs, as well as development and growth opportunities. SCAN takes great pride in recognizing our team members as experts in their fields and rewarding them for their efforts. If you are interested in becoming part of an organization that is innovating senior healthcare visit www.thescangroup.org, www.scanhealthplan.com, or follow us on LinkedIn, Facebook, and Twitter.

The Job

Provides executive and administrative support to respective Vice President/Senior Vice President/Officer and department. Responsible for administrative management of IT financial and legal processes.

You Will

Executive/Administrative Support

• Provides executive and administrative support as required by the respective Vice President/Senior Vice President/Officer and related team members, including but not limited to, answering telephones; maintaining calendars; coordinating travel arrangements, preparing and submitting expense reports; screening and organizing mail and other communications.
• Prepares and distributes all necessary reports and documents from the respective executive and related team members, as directed. 
• Schedules, coordinates, and prepares for regular team meetings and other recurring or ad-hoc meetings.  Responsibilities include agenda preparation, meeting material preparation and distribution, room set up, and general logistics to ensure a smooth participation experience.
• Records and prepares minutes of meetings as requested.
• Composes clear, accurate, and concise letters, reports, and other correspondence.  May include Board documents and communications.
• Manages records by filing and maintaining documents.  Maintains privacy and confidentialy of all materials – electronic and hardcopy. 
• Maintains department supplies inventory.
• Provides general administrative assistance as needed.
• Manages department invoicing by processing, filing and maintaining documents.
• Works collaboratively with related departments. 
• Contributes to team effort by accomplishing related results as needed.

Administrative Management

• Train and supervise IT administrative staff to align their responsibilities with the business and IT strategies
• Implement measures to ensure continuous process improvement of administrative procedures
• Identify weaknesses and work with CIO to strengthen the weaker areas of the IT department, as it relates to administrative, financial and vendor management.
• Work to implement strategies to drive increased employee engagement and collaboration within the IT department.
• Manage the IT Engagement Committee & IT volunteering events

Vendor/Contract Management

• Manage relationships with the 100 IT vendors, ensuring contracts and invoices are executed in a timely manner
• Develop and manage internal governance for vendor and contract management
• Understand IT-vendor spending, maintaining records of all contract and financial data
• Serve as the point of contact with Legal for all IT contract-related items, working to resolve any questions or concerns that arise during contract negotiation and execution

Financial Management

• Manage the overall procurement process as it relates to the 100 IT vendors and project budgets.
• Responsible for maintaining and overseeing the accrual and forecasting process for each of the 11 IT cost centers, ensuring transparency into IT costs as needed.
• Serve as the point of contact with Finance for all 11 IT cost centers, understanding each budget and working with IT Executives to accurately forecast and budget for future IT spend.

Your Qualifications

• 4 years of experience scheduling and managing calendars with MS Outlook
• Strong interpersonal skills, including excellent written and verbal communication skills.
• Strong organizational skills.
• Ability to handle multiple tasks simultaneously and work independently with minimal supervision.
• Ability to manage and maintain confidential information.
• Proficient in MS Office.

What's in it for you?

• Hourly Range: $34 to $50 per hour
• An annual employee bonus program
• Robust Wellness Program
• Generous paid-time-off (PTO)
• Ten paid holidays per year, plus 1 additional floating holiday
• Excellent 401(k) Retirement Saving Plan with employer match
• Robust employee recognition program
• Tuition reimbursement
• An opportunity to become part of a team that makes a difference to our members and our community every day!

We're always looking for talented people to join our team!  Qualified applicants are encouraged to apply now!

At SCAN we believe that it is our business to improve the state of our world. Each of us has a responsibility to drive Equality in our communities and workplaces. We are committed to creating a workforce that reflects our community through inclusive programs and initiatives such as equal pay, employee resource groups, inclusive benefits, and more.

SCAN is proud to be an Equal Employment Opportunity and Affirmative Action workplace. Individuals seeking employment will receive consideration for employment without regard to race, color, national origin, religion, age, sex (including pregnancy, childbirth or related medical conditions), sexual orientation, gender perception or identity, age, marital status, disability, protected veteran status or any other status protected by law. A background check is required.

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