The Case Administrative Assistant I (CAA I) role provides administrative support for Health Advances Case Startup and Closeout, processes weekly Expert Payment Reports, and has primary responsibility for scheduling the weekly company-wide meeting.

Execute the Case Startup Process

Perform case startup and related administrative tasks. This includes initiating new SharePoint sites, verifying team permissions, and ensuring information is updated in internal databases. The CAA I acts as a liaison/coordinator among various departments, including the Case Team Assistants (CTAs), Finance, and the Business Development (BD) Team.

• Monitor upcoming new cases and coordinate with the BD Team on startup timing
• Set up new case record in CRM system
• Initiate creation of case folder in SharePoint; verify accuracy upon completion
• Assign folder permissions in SharePoint, as requested
• Verify that project information has flowed properly to internal databases
• Schedule case kickoff meeting for team
• Update CRM and SharePoint site permissions for staffing updates and changes to project scope
• Run reports for Finance, as required

Coordinate Case Closeout and the Knowledge Capture Processes

CAA I has primary responsibility for triggering the knowledge capture and financial closeout processes for all cases. CAA I will execute the knowledge capture process by working with teams to complete all closeout assignments and maintain detailed records of case work in our internal databases.

• Initiate the Case Closeout Process: work with CTAs to identify projects ending and run weekly report for management and Finance
• Coordinate and run case closeout meeting
• Record case information in internal databases
• Generate and distribute outstanding closeout task reports
• Track and record status updates for all outstanding closeout and knowledge capture tasks
• Execute and verify the case folder archive process in SharePoint

Maintain SharePoint Case Folder Permissions

• Address ad-hoc case folder permission Help Desk tickets
• Maintain proper security of all case folders and data-specific subfolders in accordance with company policy
• Work with Compliance Officer to monitor and support project security requirements
• Generate quarterly case reports for senior management review

Support Expert Payments Process

Help to ensure that all expert payment information is updated in internal databases and provide coordination with Finance, Case Team Assistants and third parties.

• Run and distribute weekly Expert Payment Reports
• Update internal databases with payment information
• Create thank you letters for completed payments
• Request and process W-9s

Schedule Weekly Company-wide Meeting

• Create and update Outlook calendar invitations to accommodate schedule changes/cancellations, new or departed employees, location changes, etc.
• Coordinate with office administrator to book and prepare meeting space
• Act as point person for employees to schedule presentations. Review available dates, confirm agenda, and schedule reminders
• Proactively communicate forward-looking agenda with executive management for review and approval
• Create agenda document and enter scheduled presentations
• Distribute meeting recap and recording

Additional Tasks/Projects as Requested

Qualifications

A dynamic individual with:

• Experience in an administrative role, one year preferred
• Proficiency with Microsoft Office, including Word, Outlook, and Excel
• Familiarity with PowerPoint a positive, but not required
• Experience with SharePoint a positive, but not required
• Ability to quickly learn new database/software systems
• Professionalism, including adherence to company confidentiality and data security requirements
• Ability to work in a fast-paced environment and manage multiple tasks
• Accuracy and exceptional attention to detail
• Excellent written and oral communication skills
• Exceptional organizational skills and ability to prioritize
• Ability to work independently, yet be a strong team player
• Demonstrated strong work ethic

A successful candidate:

• Has a genuine interest in the healthcare industry
• Has a two- or four-year college degree or equivalent experience
• Is personable and service-oriented

Hours:

• 8:00am-5:00pm
• Full time: 45 hours per week
• Must be located in the Boston area and willing to travel to the Newton office two days per week; this is not a remote position

Health Advances may use third party service providers to assist us in recruiting talent, administering, and evaluating pre-employment screening and testing. By submitting your application, you acknowledge your information may be sent to those providers who are assisting in the specific search and agree to these terms.

For Californian applicants, pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Health Advances provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.