Senior Executive Assistant - Accounting, Health Care Economics (HCE) & Membership Billing & Enrollme

Minneapolis, Minnesota
Sep 17, 2019
Oct 09, 2019
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.


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.



UCare offers Medicare, Medicaid, Individual and Family health plans - powered by the hardest working people in the industry. Our people powered teams de-complicate, advocate and always go the extra mile to help our members. We serve with integrity, compassion and commitment to do right by members, providers and government partners. Above all, we come to work excited to provide members a path for the best health of their lives.
Working at UCare is more than 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. Employees join UCare and stay because of the opportunity to have a purpose-driven job.
Our strong culture has established UCare as a Star Tribune Top 150 Workplace for 10 consecutive years since the awards program began. It's a culture that embraces innovative ideas, strategic partnerships, and exemplary customer and provider experiences. Working at UCare is being a part of a people powered team dedicated to making a real difference in the lives of our members and communities.


Position Description

This position is responsible to manage administrative and clerical functions for the Senior Vice President/Chief Financial Officer, Vice President/Chief Informatics Officer, Controller, Associate Vice President of Membership Billing & Enrollment as well as the respective departments.

• Calendar: Manage calendars for SVP/VP/Director/Assistant Director/Manager plus any staff as directed by SVP, VP, Director, Assistant Director or Manager. This includes coordinating meetings with internal only or external 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/VP/Associate VP 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/VP/Associate VP and record/transcribe minutes at their discretion. Maintain appropriate filing system for minutes and ensure staff have access to them.

• WebEx: Schedule WebEx or Audioconference meetings as directed by SVP/VP/Associate VP or staff.

• Travel: Arrange airfare, hotel and conference registration for SVP/VP/Associate VP 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/Associate VP and any staff as directed by SVP/VP/Associate VP.

• 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 Senior Executive and Executive 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, Vendor Management System, Requisition System, Inventoried materials site, contract signing approval process, policy and procedure site.

• Assist with onboarding new staff in department.

• Ensure efficient operations by developing, implementing and maintaining the administrative functions of the departments.

• Provide administrative support to a variety of committees and workgroups which include arranging internal and external meetings; ordering supplies; creating and finalizing agendas; preparing packets and documents; creating and finalizing PowerPoint presentations, taking detailed minutes and routing to appropriate participants; and maintaining SharePoint sites and permissions as needed.

• Manage calendars by scheduling meetings and resolving conflicts for all in a pro-active manner.

• Provide personal workflow and task organizational support to CFO, Controller, and CIO. Monitor inboxes, archiving and sorting those which are business records. Identify and queue up digital materials for their meetings.

• Collaborate with other executive administrative staff to complete projects, develop protocols for UCare administrative procedures, etc. Provide support and back-up coverage to other Executive Assistants as needed. Act as a resource to staff and assist in the resolution of administrative issues. Seek out administrative support related articles and advice to share with the team.

• Collaborate with staff as needed to coordinate travel including registration, air fare, hotel accommodations and create or obtain the proper paperwork needed for corporate card transactions/expense reports processing in a timely manner.

• Process and code expense reports, invoices, checks, and/or purchasing card requests. Ensure timely and correct account coding. Monitor the department budget by reviewing monthly budget reports and identifying and researching potential issues for the department.

• Assist Accounting staff with mailing checks and filing invoices.

• Provide back-up assistance for Legal/Compliance Senior Executive Assistant when needed

• Other projects and duties as assigned.

High school graduate or equivalent. Completion of two-year secretarial program or college degree preferred; demonstrated experience may be considered in leiu of degree.

Required Experience
Three years of administrative experience. Proficiency with Microsoft Office Products (Outlook, Word, Excel, PowerPoint.)
Preferred Experience
Experience in health care or managed care setting. Project management experiences. Experience using Visio.

The UCare difference is our people power - employees actively working on the behalf of our members to get them access to the health care they need. We value and respect each individual's ideas and contributions, and provide the freedom to grow both personally and professionally. We are centrally located, and offer onsite education, equipment and wellness resources, and a myriad of volunteer activities. If you're looking for an inclusive environment that celebrates your people power, 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.

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