This is a temporary assignment scheduled to cover a leave of absence for approximately 3-6 months, with the opportunity for additional extension. This position requires onsite coverage at the Bend, OR campus.

Pay range: $22.91 - $32.07/hour, no benefits available with the temporary status of this role.

ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE:                                     Administrative Assistant, Legal

REPORTS TO POSITION:     Manager of Administrative Operations

DEPARTMENT:                      Administration

DATE LAST REVIEWED:       April 2025

OUR VISION:                           Creating America’s healthiest community, together

OUR MISSION:                        In the spirit of love and compassion, better health, better care, better value

OUR VALUES:                         Accountability, Caring and Teamwork

DEPARTMENTAL SUMMARY: The Administration department is responsible for development and deployment of strategic vision, programs, and initiatives to deliver and transform the healthcare services provided by St. Charles Health System, Inc. (SCHS).

POSITION OVERVIEW: The Administrative Assistant, Legal at St. Charles Health System provides administrative and legal support to the Legal, Risk, and Compliance teams and functions. Reporting to the Manager of Administrative Operations, this role includes scheduling, document management, drafting support, and coordination of legal workflows in a fast-paced environment. The Administrative Assistant works closely with attorneys, compliance staff, and other team members to ensure efficient and accurate handling of legal and administrative responsibilities. This position provides both onsite support and does not directly manage any other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

Provides administrative and legal support to the Legal, Risk, Compliance, Internal Audit, and Information Security teams, including assistance with documents, correspondence, meeting coordination, and file organization.

Assists with the preparation, formatting, and editing of legal documents, correspondence, reports, and other materials under the direction of attorneys and compliance staff.

Supports the management of department calendars, including scheduling meetings, appointments, and conference calls for legal team members, with attention to priority and availability.

Screens and routes incoming calls and messages to appropriate team members, responding to routine inquiries professionally and efficiently.

Coordinates internal and external meetings, preparing and distributing agendas, supporting materials, and, when necessary, assisting with meeting minutes.

Helps maintain and organize electronic and paper filing systems for contracts, case files, regulatory documents, and other legal records, ensuring compliance with department protocols.

Assists with intake and tracking of legal requests, ensuring proper documentation and follow-up.

Provides support for legal and compliance projects, including litigation holds, audits, investigations, and policy updates, in collaboration with team members.

Communicates with internal and external stakeholders in a courteous and professional manner, ensuring timely and accurate responses to inquiries.

Aids in the coordination of training sessions, webinars, and continuing education requirements for legal and compliance team members.

Supports travel arrangements, registration for conferences or legal education events, and preparation of related documentation.

Assists with contract lifecycle management tasks, including document collection, version control, and execution tracking.

Proofreads documents for grammar, spelling, punctuation, and formatting to ensure clarity and professionalism.

Maintains confidentiality and exercises discretion in handling sensitive legal and organizational information.

Demonstrates strong organizational skills and attention to detail while managing multiple tasks and deadlines.

Utilizes legal and administrative software systems used by the department and maintains familiarity with tools for document management and scheduling.

Displays a proactive and adaptable approach to work, responding well to shifting priorities and fast-paced demands.

Maintains a professional and courteous demeanor with colleagues and external contacts, contributing to a collaborative team culture.

Supports the vision, mission, and values of the organization in all respects.

Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients, and guests.

Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies, and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient, and accurate.

May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION:              

Required: High school diploma or GED.

Preferred: N/A.

LICENSURE/CERTIFICATION/REGISTRATION:

Required: N/A 

Preferred: Professional Administrative Certification of Excellence (PACE).

EXPERIENCE:

Required: Minimum two (2) years administrative support or office management experience. Legal and Medical terminology knowledge.

Preferred: Experience working with highly confidential information. Experience providing administrative support in a legal setting.

PERSONAL PROTECTIVE EQUIPMENT:

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION: 

Travel:

Ability to meet St. Charles Health System driving requirements. Ability to travel to business functions/trainings/meetings and all St. Charles Health System worksites

General:

Must have excellent oral and written communication skills and ability to interact with a diverse population and professionally represent St. Charles Health System. 

Must have strong teamwork and collaborative skills.

Must be able to efficiently handle telephone calls and meeting & resource coordination. 

Must have excellent organizational skills and attention to detail.

Must have intermediate to advanced proficiency in Microsoft applications, database management, and document preparation. Must be able to learn various new computer programs in a timely manner as required.

Must be personable, professional, and maintain a positive attitude.

Must be able to work in a fast-paced environment with frequent interruptions while maintaining the highest level of confidentiality. 

Must be able to multi-task and work independently with little or no supervision and make sound decisions.

PHYSICAL REQUIREMENTS:

Continually (75% or more): Use of clear and audible speaking voice and the ability to hear normal speech level. 

Frequently (50%): Sitting, standing, walking, lifting 1-10 pounds, keyboard operation.

Occasionally (25%): Bending, climbing stairs, reaching overhead, carrying/pushing or pulling 1-10 pounds, grasping/squeezing. 

Rarely (10%):  Stooping/kneeling/crouching, lifting, carrying, pushing or pulling 11-15 pounds, operation of a motor vehicle.

Never (0%):  Climbing ladder/stepstool, lifting/carrying/pushing or pulling 25-50 pounds, ability to hear whispered speech level.

Exposure to Elemental Factors

Never (0%):  Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP

Schedule Weekly Hours:

40

Caregiver Type:

Temporary

Shift:

First Shift (United States of America)

Is Exempt Position?

No

Job Family:

ASSISTANT

Scheduled Days of the Week:

Monday-Friday

Shift Start & End Time:

8:00am-5:00pm