Clinical Administrative Associate II

Why Work for Us?
Partners In Care (PIC) is an independent 501(c)(3) nonprofit organization and the largest, oldest provider of home health, palliative care, and hospice services in Central Oregon. Serving Deschutes, Crook, and Jefferson counties, our dedicated team of over 200 employees and 200 volunteers delivers compassionate, patient-centered care across a 10,000-square-mile area. Additionally, Hospice House in Bend, Oregon, is a specialty hospital for inpatient hospice care, creating an oasis of tranquility and comfort for patients and their families. We prioritize excellence, empathy, and collaboration, fostering a culture of kindness, respect, and learning while valuing diversity and the well-being of our employees, volunteers, patients, and families.

Location: Bend, Oregon.
Full-Time: 40 hours per week, Monday-Friday. 
Benefits: 
• Two Medical/Dental Plans, including vision. 
• Generous Paid time off. 
• $25,000 life insurance policy. 
• Short and long-term disability. 
• 403b retirement savings with employer match, no vesting required! 
• Employee Assistance Program 
• Voluntary benefits: Legal Shield, AFLAC & MASA Transportation.

Summary/Objective: The Clinical Administrative Associate II provides administrative, operational, and customer service support to individuals, departments, and organizational teams. The position serves as the primary point of contact for incoming communications, coordinates administrative activities, maintains records and reports, supports staff and leadership, and assists with departmental operations and special projects. The role requires strong communication, organizational, customer service, and problem-solving skills while supporting the overall efficiency and effectiveness of the organization.
 
Essential Functions:
• Answers and manages the central telephone system and serves as point of contact for incoming calls, directing calls appropriately, taking messages, responding to inquiries, and providing professional customer service. 
• Receives visitors and responds to questions in person, by telephone, and through electronic communications; refers inquiries to the appropriate department or staff member as needed. 
• Provides general administrative and operational support to leadership, departments, and organizational teams. 
• Coordinates scheduling activities, meetings, trainings and other departmental functions. 
• Serves as a department resource for troubleshooting, operational assistance, and staff support. 
• Maintains departmental records, reports, files, and documentation. 
• Collects, reviews, analyzes, and distributes operational and performance data, reports, and other materials. 
• Assists with process improvement initiatives, quality projects, and departmental special projects. 
• Supports policy and procedure maintenance and regulatory compliance activities. 
• Assists staff with technology, software applications, and process troubleshooting. 
• Responsible for opening and closing reception and lobby areas as assigned. 
• Provides coverage and support across departments during staffing shortages, high-volume periods, and planned absences. 
• Performs general office duties including filing, scanning, copying, correspondence, and data entry. 
• Performs other duties as assigned.

Required Skills and Qualifications: 
• Excellent interpersonal, verbal, and written communication skills with the ability to professionally answer and manage incoming telephone calls, respond to inquiries, and communicate effectively with leadership, staff, customers, vendors, and visitors.
• Strong customer service skills with the ability to handle multiple requests, resolve routine issues, and provide timely and accurate information through phone, email, and in-person interactions.
• Demonstrated organizational, time management, and problem-solving skills with the ability to prioritize workload, manage multiple responsibilities, and meet deadlines in a fast-paced environment.
• Ability to work independently with minimal supervision while collaborating effectively with leadership, departments, and organizational teams.
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, Teams, and other business software required to maintain records, reports, schedules, and departmental documentation.
• Experience in performing administrative, clerical, customer service, scheduling, reception, or operational support functions preferred.
• Ability to accurately collect, maintain, organize, and distribute information, records, reports, and other business documents while maintaining confidentiality.
• Demonstrated ability to coordinate meetings, schedules, training activities, projects, and workflow processes while maintaining attention to detail.
• High school diploma or equivalent required. Associate degree or additional administrative education preferred.
• Ability to pass background screening, drug screening, TB testing, and other employment requirements as applicable.
• Current driver's license, automobile insurance, and reliable transportation may be required based on operational needs.
• Ability to maintain professional working relationships, exercise sound judgment, and represent the organization positively and professionally.
• Primarily office-based work with regular use of computers and communication technology.