Executive Assistant - PRC, Provider Services, & Sales

Minneapolis, Minnesota
Mar 02, 2021
Mar 28, 2021
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.



ABOUT UCARE 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 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 11 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 provide administrative and project support for the Vice President, Provider Relations & Contracting, Associate Vice President of Sales. Provide administrative functions and project support for the Provider Relations and Contracting, Provider Services and Operations, and Sales department Directors, Managers, Supervisors and staff as necessary.

• 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/VP/AVP/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/VP/AVP/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/Director 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/Director 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 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, 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.

Department Specific

Provider Relations & Contracting and Provider Services & Operations:
• Assist with projects such as provider contracting, filing research, data analysis/entry, and coordinating mailings.
• Meeting scheduling for staff with external vendors and providers, as well as, assisting with agendas/presentations for these meetings.
• Act as liaison for providers and PRC staff when providers visit UCare with questions or concerns.
• Managing specific daily operations of the Provider Portal (such as: portal access, provider affiliations, access to financial reporting, and troubleshooting provider concerns with the assistance of the PAC team).
• Maintain internal and external SharePoint Sites.
• Coordinate PRC Monthly Report creation/submission.
• Backup assistance for providers as needed with access to the Provider Portal

• Assist with logistics for various Sales events, including member retention meetings and sales rep offsite meetings. Duties include preparing materials, securing meeting venues, assisting with catering and AV and other logistics as needed.
• Maintain internal and external SharePoint sites.
• Track sales meetings via CRM grid and update prospect CRM records as needed.
• Provide backup for Sales and Member Operations Specialists and Sales Assistants.
• Ordering of refreshments and payment of invoices for off-site meetings
• Calendar assistance and other daily duties, e.g, copying, scanning as requested, working with mail services for print jobs and mailings, prepare meeting materials as requested
• Credit card reconciliation for staff
• Record keeping for Sales staff licensures.

High school graduate or equivalent required. Completion of 2-year secretarial program or college degree preferred; demonstrated experience may be considered in lieu of degree.

Required Experience Three years of administrative experience. Customer service experience. Proficiency at an intermediate level in Word, Excel, PowerPoint and Outlook.

Preferred Experience
Experience in health care of managed care setting. Advanced knowledge of Microsoft Access, Visio and Project. SharePoint knowledge.

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.

JOB POST DATE: 03/01/2021

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