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HMA is the premier third-party health plan administrator across the PNW and beyond. We relentlessly deliver on our promise to provide medium to large-size employers with customized health plans. We offer various high-quality, affordable healthcare plan options supported with best-in-class customer service.
We are proud to say that for three years, HMA has been chosen as a 'Washington's Best Workplaces' by our Staff and PSBJ. Our vision, 'Proving What's Possible in Healthcare,' and our values, People First!, Be Extraordinary, Work Courageously, Own It, and Win Together, shape our culture, influence our decisions, and drive our results.
What we are looking for: We are always searching for unique people to add to our team. We only hire people that care deeply about others, thrive in evolving environments, gain satisfaction from being part of a team, are motivated by tackling complex challenges, are courageous enough to share ideas, action-oriented, resilient, and results-driven.
What you can expect: You can expect an inclusive, flexible, and fun culture, comprehensive salary, pay transparency, benefits, and time off package with plenty of personal development and growth opportunities. If you are looking for meaningful work, a clear purpose, high standards, work/life balance, and the ability to contribute to something important, find out more about us at: https://www.accesshma.com/
How YOU will make a Difference:
As an experienced Office Manager, you will be responsible for the day-to-day operations of HMA's office as well as providing administrative support to one or more of the HMA leadership team and their teams as needed. You will be responsible for the optimal running of our office as well as coordinating on follow-up action items, managing calendars, preparing reports, and communicating with internal and external stakeholders. You will handle confidential and sensitive information with discretion and professionalism.
- Execute the daily management, functionality, maintenance and security of our office. Ensuring the office remains a welcoming and inviting space.
- Provide receptionist coverage, including answering phones, processing incoming mail, greeting visitors, guests, vendors and staff.
- Operate the in-office systems for desks, conference rooms, access management, and security systems.
- Execute mail operations, including inventory levels of stationery, shipping supplies, vendor oversight, and projects tied to improved efficiencies involving mail operations functions and shipping needs.
- Ensure the kitchen remains stocked, clean, and welcoming. Duties include, but are not limited to, the upkeep on the beverage machines and related supplies, loading and emptying the dishwashers, putting away supply/food shipments, wiping down counters, tables, chairs, etc. Maintain orderly and clean presentation of supply room. Restocking depleted supplies as needed on shelves, rotating stock as needed, and ordering new supplies, as necessary.
- Operate and maintain office machines, including postage machine, guest registration system and shared desk software.
- Administer DocuSign access and drive optimal use of this platform across HMA and its brands.
- Provide support in setting up and cleaning rooms before and after presentations and other special events and ensuring that conference rooms are welcoming.
- Investigate, track and resolve safety and facility concerns, and ensure that all equipment and facility systems are operating optimally. Coordinate repairs, service needs with Property Management and/or vendors as needed.
- Serve as the first point of contact for and oversee vendors and contractors engaged in providing facility-related service to HMA.
- Assist with coordination and execution of HMA's Emergency Response Plan, Business Continuity/Disaster Recovery Program and Employee Safety Programs.
- Support planning and execution of special company events hosted by the People Operations teams.
- Maintain good working relationships with building property management, maintenance staff, and vendors.
- Support Annual SOC audit execution for internal controls assigned to Facilities.
Administrative Support:
- Support Reference verification requests tied to candidate recruitment.
- Support Record Management Program execution under the direction of the Compliance team.
- Manage the calendar of one or more of HMA's leaders and arrange their meetings, and the events hosted by the People Ops Team(s).
- Collaborate with assigned leaders to prepare and coordinate presentations, and reports.
- Ensure assigned leaders are prepared for all meetings - collecting, researching, and/or preparing all briefing materials - and then follow-up afterwards, as appropriate.
- As needed arrange travel and reconcile travel and expenses in alignment with policy.
- Manage & execute projects and initiatives as assigned in support of the People Operations Team(s).
- Assist in writing and editing correspondence and company-wide messages.
- Monitor key governance and operational deadlines and milestones and proactively work to ensure deadlines are met.
- Monitor, respond to, and distribute incoming and outgoing correspondence and communications as assigned.
- Initiate, plan, and execute projects that support the strategic goals of the People Operations Teams.
- Lead and facilitate cross-functional initiatives and projects that involve multiple stakeholders and departments.
- Coordinate follow-up on action items with individuals across the organization and ensure timely completion.
- Coordinate and manage the agenda, deliverables, and follow-ups for the Chief People Officer's meetings, presentations, and communications. Provide same support as needed to other assigned leaders.
- Prepare and edit reports, presentations, and correspondence.
- Perform other administrative tasks as assigned.
- Bachelor's Degree in Business Administration or related field preferred.
- Minimum of 5 years of experience supporting executive-level positions.
- Minimum of 3 years of experience supporting the running of an office, with primary day-to-day execution responsibilities.
- Demonstrated ability to prioritize conflicting needs while handling matters expeditiously.
- Experience initiating and successfully managing projects to completion.
- Experience with calendar management, including the coordination and planning of complex executive meeting and special events.
- Experience making travel arrangements, preparing detailed travel itineraries and agendas.
- Excellent listening and communication skills: ability to present information professionally and effectively, in written, verbal and presentation format. Proficiency in Word, Excel, and PowerPoint is a must.
- Demonstrated excellent judgment and collaboration skills.
- Ability to work independently as well as in a team-oriented environment.
- Strong attention to detail and exceptional organizational skills.
- An uncanny ability to anticipate the needs of Executives and take action.
- Ability to interact with all staff in a fast-paced environment, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism, discretion, integrity and confidentiality.
- Must be available to respond as needed to any after-hours emergency situations that arise involving the office.
Compensation:
The base salary range for this position in the greater Seattle area is $72,000 - $84,000 and varies dependent on geography, skills, experience, education, and other job or market-related factors. Performance-based incentive bonus(es) is available. In addition, HMA provides a generous total rewards package for full-time employees that includes: seventeen (IC) days paid time off; eleven paid holidays, one paid personal and one paid volunteer day; company-subsidized medical, dental, vision, and prescription insurance; company-paid disability, life, and AD&D insurances; voluntary life insurances; HSA and FSA pre-tax programs; 401(k)-retirement plan with company match; wellness incentive and reimbursement; remote work and continuing education reimbursements; discount program; parental leave; and a charitable giving match. For more information about HMA, visit www.accesshma.com.
Disclaimer: The salary, other compensation, and benefits information are accurate as of this posting date. HMA reserves the right to modify this information at any time, subject to applicable law.
How we Support your Work, Life, and Wellness Goals
We offer a comprehensive total rewards package including: competitive pay; annual incentive; wellness programs; medical, dental, and vision insurance; 401K retirement plan with match; generous PTO and holidays; an onsite gym; life, AD&D, short and long-term disability insurances; an Employee Assistance Plan with additional mental health support; free parking and easy freeway access to I-405 and I-520; a stocked kitchen on-site with subsidized snacks and refreshments; year-round wellness activities; monthly events; paid volunteer hours and more!
HMA is primarily a remote workforce, requires a reliable internet connection, and provides all hardware. Some roles are required onsite 1-3 days per week/month while other roles are 100% remote.
A background screen prior to employment is required.
Protected Health Information (PHI) Access Healthcare Management Administrators (HMA) employees may encounter protected health information (PHI) in the regular course of their work. All PHI shall be used and disclosed on a need-to-know-basis and according to HMA's standard policies and procedures.
HMA is an Equal Opportunity Employer