Senior Administrative Assistant (AA 4)

Senior Administrative Assistant This position offers a hybrid work arrangement, combining up to 2 days per week of remote work with scheduled onsite work at our DOH facility in Tumwater, WA. The Opportunity As the Senior Administrative Assistant, you will support the work of more than 100 full-time Office of Investigative and Legal Services (OILS) employees and the OILS Leadership Team. This Administrative Assistant 4 position serves as the primary assistant to the Office Director, Deputy Director, Executive Director of Legal Services, Chief Investigator, and Operations Manager. They provide higher-level administrative duties, representing the goals and interests of the Office, and the Division. This position requires a working knowledge of the Health Systems Quality Assurance division, department, and OILS missions, goals, objectives, policies, and procedures. Work is assigned and delegated by the OILS Leadership Team. Key Responsibilities Include: Meeting & Committee Coordination Director-chaired meetings: Providing executive-level support, including logistics, building meeting agendas, taking and disseminating minutes, preparing presentation materials, and tracking action items. Routine scheduling: Scheduling meetings, reserving rooms, drafting and disseminating agendas/minutes, and assisting with travel arrangements and reimbursements. Internal prep: Participating in admin-led meetings by preparing background info, briefing documents, and coordinating talking points. Office Operations & IT Support Coordination: Serving as the point of contact for Service Central requests, motor pool, and travel management system (TEMS). Asset management: Handling all PC tracking, replacements, workstation changes, and other IT-related services. Record Keeping & Compliance Documentation: Acting as the office-wide record keeper for the OILS team. Quality control: Providing quality assurance oversight for administrative documents that require signatures. Reporting & Projects Director tasks: Compiling reports and completing special project assignments on behalf of the office director. Serving as a lead or active member on workgroups and representing the office or division in carrying out special events and ad hoc committees. Process Improvement & Standards Protocol enforcement: Performing assigned responsibilities identified in HSQA Business Policies, Procedures, and Office Protocols. Monitoring: Evaluating office protocols, standards, priorities, and tracking deadlines to ensure tracking compliance. Efficiency: Working with the management team to identify, recommend, and implement changes that promote standardization and foster efficiencies across the office. Why You'll Love This Role You will support the work of an office committed to protecting the health and safety of Washingtonians. You will work with a variety of partners and take on new challenges. The AA 4 solves problems and coordinates information, decisions, strategies, and actions with the public, staff members and leaders throughout the organization. You'll enjoy being part of a high-functioning team dedicated to improving patient safety, promoting cooperation and helping HSQA colleagues to achieve office and division goals and deliverables while meeting customer expectations apply today to help us protect and improve the health of people in Washington! Required Qualifications There are multiple pathways to qualify for this position. You must meet one of the options provided and any additional criteria listed. Experience may have been gained through paid or unpaid activities. Please ensure any relevant experience defined below is outlined in your cover letter, resume, and/or applicant profile. Four (4) or more years of professional experience planning, organizing, coordinating and completing administrative duties in an executive level business or legal office at the Administrative Assistant 3 job classification or above or equivalent. This includes scheduling meetings, managing calendars, taking notes, managing emails, coordinating assignments, responding to inquiries, developing presentations and other documents, and maintaining confidentiality. Three (3) or more years of experience using the following software applications: MS Excel or other spreadsheet software to create and manipulate large or complex spreadsheets, tables, databases and reports; create complex mathematical formulas; link worksheets and create links to external data sources; import data from other sources; find and format records; sort and filter by multiple selections; develop queries and reports; and create and format charts and graphs. MS Word or other word processing software to create, format, edit, print, and save documents; use standard functions to select, edit, copy, past, format, and spell check text; create bulleted and numbered lists, indent and align paragraphs using tabs; create hyperlinks; create, format, sort and edit tables, columns, and charts; insert and format sections; create headers and footers; work with pictures and draw objects; create forms using templates, work with form fields, and format and enhance forms; use mail merge to create form letters and modify merged documents; create tables of contents and compile update indexes. MS PowerPoint or other presentation software to create, format, edit, and run slideshows; integrate text with graphics, add hyperlinks, create charts and graphs, create and print speaker notes and handouts, work efficiently with templates and masters to format, design and update slides, handouts and notes. Additional Required Knowledge, Skills, Abilities, and Experience Demonstrated ability to plan, organize, and lead teams; assign, review, and coordinate work projection; develop procedures for most effective use of staff, space, and equipment. Knowledge of office organization, methods, and management principles; modern methods of performing various kinds of clerical work and of measuring work production; office materials, supplies, and equipment; inventory control and record management. Demonstrated ability to work and excel in a fast-paced, high-volume environment while demonstrating organization, professionalism, and attention to detail. Competencies Interpersonal Skills: Adapts to and works effectively with a variety of situations and people. Consistently models trustworthiness, sensitivity to others and respect. Provides timely and honest feedback in a constructive and non-threatening way. Demonstrates diplomacy, tact, and discretion when dealing with others. Consistently demonstrates a positive attitude toward the organization, customers, and work in general. Attention to Detail: Produces thorough, accurate documents; identifies and corrects errors, consistently reviews work to ensure quality. Self-management: Continue seeking and assuming additional responsibilities as appropriate. Treating others with respect and dignity. Strive to work effectively in a diverse work environment. Focus on the situation, issue, or behavior rather than on the person. Preferred Qualifications While these aren't required, having them can help you stand out as a candidate. One (1) or more years of experience using Adobe Acrobat Professional, Microsoft SharePoint, and Visio computer software One (1) or more years of experience and ability to use presentation software, such as Microsoft PowerPoint, to create, format, edit, and run slide shows, integrate text with graphics, add hyperlinks, create charts and graphs, create and print speaker notes, and handouts, work efficiently with templates and masters to format, design and update slides, handouts, and notes. Experience and training in applying quality improvement thinking and tools to improve processes and increase accuracy, timeliness, and overall quality.