Executive Assistant

Minneapolis, Minnesota
Sep 29, 2018
Oct 19, 2018
Employment Status
Full Time

Health Care that Starts with You!

Join a truly mission-driven organization! Independent, nonprofit UCare is recognized as one of the Minnesota's leading health plans. We provide more than 225,000 members across Minnesota and western Wisconsin with the health coverage plans and services they need to maintain and improve their health. The innovative coverage we create makes a difference for Medicare-eligible individuals, individuals and families enrolled in Minnesota Health Care Programs, such as MinnesotaCare and Medical Assistance, and disabled adults with special health care needs. UCare is growing in size, membership, products, geographic coverage, and employees. We're an organization that's going places. Be part of a team that cares about you, be part of UCare.


At UCare, we deliver high-quality health coverage and services to help members of all ages maintain and improve their health. It's a big job that takes innovative ideas, strategic partnerships, and a commitment to doing the right thing. Above all, it takes a compassionate team that is dedicated to making a real difference in the lives of our members and our communities.


Working at UCare is more than just a career; it's a mission. A mission that defines us as professionals, unites us as an organization, and shapes how we interact with our members and each other. Our values of integrity, community, quality, flexibility, and respect permeate every aspect of our organization - from who we are and how we act, to what we do and how we do it. We owe our continued success to our employees who proudly embody our mission and values in everything they do.


This position is responsible to manage administrative and clerical functions for the Vice President of Government Relations and Vice President of Provider Relations & Contracting including their respective departments.  This position will also act as backup support for the Marketing, Product Management and Health Promotion departments.

Specific Duties and Responsibilities

·Calendar: Manage calendars for SVP/VP/AVP/Director/Assistant Director/Manager plus any staff as directed by SVP, VP, AVP, Director, Assistant Director or Manager. This includes coordinating meetings with internal only or external and internal attendees. Reserve conference rooms; arrange catering and/or beverages as needed. Resolve calendar conflicts proactively and alert receptionist to incoming guests. Work with mail services staff to prepare room setup for meetings.

·Daily duties: Screen telephone calls as directed. Sort and open SVP/Director and department mail as directed. Prepare letters, memos, documents, presentations, reports and spreadsheets as needed by departments. Perform research and analysis for projects. Perform copying and scanning as requested, working with mail services staff for larger projects. Work with mail services department to ensure employees have mail boxes and that mail services is updated on employee changes or moves.

·Meetings: Prepare materials and agendas for meetings (department, internal, and external). Attend meetings as directed by SVP/Director and record/transcribe minutes at their discretion. Maintain appropriate filing system for minutes and ensure staff has access to them.

·WebEx: Schedule WebEx or Audioconference meetings as directed by SVP/VP/AVP or staff.

·Travel: Arrange airfare, hotel and conference registration for SVP/VP/AVP and other staff as directed. Ensure all documentation related to travel is available for both traveler and for expense report purposes.

·Expenses: Prepare and submit expense reports for SVP/VP/AVP and any staff as directed by SVP/VP/AVP.

·Supplies: Maintain supply inventory for department; order items as requested.

·Records Coordinator Duties: Act as department Records Coordinator to facilitate offsite storage and/or basement storage. Work with Facilities yearly to update records and keep or destroy offsite records.

·Participate and interact with other Executive and Administrative Assistants when scheduling meetings, working to improve efficiencies, learn new processes, and pass information along to other staff members.

·Other: Training on systems such as Oracle, Concur, SharePoint, ADP, ServiceNow, Requisition System, Inventoried materials site, contract signing approval process, policy and procedure site.

·Assist with onboarding new staff in department.

·Other projects and duties as assigned.

EducationHigh school diploma.

Required Experience

High school graduate or equivalent required.  Completion of two-year secretarial program or college degree preferred.

Preferred Experience

SharePoint desired.


UCare is proud to be a recognized Star Tribune Top Workplace for the 9th consecutive year. As a part of our collaborative team, you'll experience the rewards that come with helping others and seeing the positive results of your hard work. We value and respect each individual's ideas and contributions, and give you the freedom to grow both personally and professionally. We are centrally located, and offer onsite education, equipment and wellness resources, a myriad of volunteer activities, and a number of other rewards. If you're looking for a welcoming environment that celebrates what you have to offer, helps you build on your strengths, and gives you the opportunity to truly make a difference, we invite you to apply.

As an Equal Opportunity/Affirmative Action Employer, we welcome and employ a diverse employee group committed to meeting the needs of UCare, our members, and the communities we serve.






Enter a highly collaborative environment where people are truly engaged, and feedback is valued. You'll enjoy a competitive salary and benefits, as well as a host of other perks, including a nationally recognized wellness program, and a bright, open, award-winning office space in Northeast Minneapolis just minutes from major freeways and retail centers. At UCare, we welcome and employ a diverse employee group committed to meeting the needs of UCare, our members, and the communities we serve.

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