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Administrative Assistant

    • Job Tracking ID: 512689-607586
    • Job Location: Madison, WI
    • Job Level: Mid Career (2+ years)
    • Level of Education: High School/GED
    • Job Type: Full-Time/Regular
    • Date Updated: February 04, 2018
    • Years of Experience: 5 - 7 Years
    • Starting Date: ASAP
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Job Description:

  1. Provide administrative support for assigned departments and functions within the iCare organization.
    • Maintain appointment calendar(s), schedules appointments and meetings, remind appropriate personnel of upcoming events and meetings, makes arrangements for appointments/meetings, and coordinate travel schedule(s).
    • Provide confidential administrative services, which may include filing, typing, editing, faxing, preparing correspondence, meeting materials, presentations and business reports, and related duties.
    • Take messages, copy documents, and distribute information.
    • Develop and maintain an efficient office and/or department record keeping system.
    • Classify, sort, and file documents as needed.
    • Forward non-routine matters to appropriate party for review.
    • Organize, track and fulfill special projects.
  2. Serve as a liaison between assigned iCare functions and/or principals and varying internal and external contacts.
  3. Assist with the planning, scheduling, coordinating, and implementing organizational activities and meetings, among which may be:
    • Member educational programs (Wellness Clubs) designed for iCare care teams to improve member awareness and skills to enable better self-management of chronic conditions.
    • Member Health Fairs designed for iCare care teams to collect measured performance information as well as to make available prevention tests and condition monitoring services.
    • Stakeholder Planning Advisory Committee meetings for iCare Board Members to capture provider guidance and recommendations for health plan improvement.
    • Enrollee Advisory Committee meetings for iCare’s Board Members to capture member guidance and recommendations for health plan improvement.
    • Provider Forum Meetings for iCare’s Network Development Department to provide orientation to iCare services, policies, and procedures.
  4. Professionally prepare, proof read, wordsmith, organize, assemble, and prepare for submission official organizational documents, among which may be:
    • Request for Proposal (RFPs) responses to governmental solicitations for start-up or continuation of iCare care management programs.
    • Business Plan (BPs) responses to be submitted annually for continuation of iCare’s Partnership program.
    • Compliance and/or performance reports, documents, files, and other information requested as part of ongoing communication with governmental entities and/or as part of internal or external reviews and/or audits.
  5. Conduct periodic HIPPA audits of iCare facility(ies) in/around Dane County.
  6. Connect members and/or providers to correct resources and solutions.
  7. Support mailings of regulatory and program information to key publics.
  8. Provide support for new employee orientation and training.
  9. Track policies and procedures that may impact operational integrity.
  10. Monitor due dates for deliverables.
  11. Facilitate follow-up.
  12. Maintain positive, professional and friendly communication practices.
  13. Adhere to iCare’s record management policies and processes.
  14. Provide backup for other Administrative Assistants as needed.

Experience and Skills:

  1. 5+ years executive administrative support experience.
  2. Expertise in the use of Word, Excel, PowerPoint, Outlook and other Microsoft office solutions.
  3. Professional error-free document organizational and preparation skills.
  4. Skill in managing document, scheduling and meeting detail.
  5. Proficiency in organizing and managing office and principal support functionality.
  6. Ability to protect, organize and manage confidential documents and information.
  7. Ability to accomplish and manage multiple tasks and conflicting priorities in a timely manner.
  8. Professional composure under stress.
  9. "Do whatever it takes" teamwork attitude.
  10. Effective consumer relationship skills.
  11. Knowledge of and ability to follow sound business practices and work rules.


  • Independent Care Health Plan
  • 1555 RiverCenter Drive, Suite 206
  • Milwaukee, WI 53212
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  • Copyright © 2017 Independent Care Health Plan