Administrative Assistant

Seneca Nation Health System • Town of Brant, NY

5d

About The Position

Under the supervision of the Referrals Manager, the Administrative Assistant expedites routine matters necessary to the daily operation of the Referrals Department. The role provides secretarial, clerical, and office support to the manager and department staff, while helping maintain a cohesive, team-oriented atmosphere with physicians, nurses, and ancillary staff.

The position supports department administration by assisting with budgets and reports, managing office supplies, completing assigned program projects, maintaining files, drafting correspondence, processing department mail, and recording meeting minutes. It also serves as a liaison among patients, offsite referral offices, SNHS, referring providers, and insurance companies, including following up on referrals and ensuring receipt of records.

The incumbent is expected to uphold the Seneca Nation Health System’s mission and represent SNHS positively. The role emphasizes trauma-informed collaboration, safety, trust, transparency, shared decision-making, empowerment, and respect for cultural diversity. The employee participates in mandatory meetings and training, follows applicable policies and procedures, and works cooperatively to support high-quality patient care.

Requirements

• High school diploma or equivalent required.
• Two years of office management experience or related experience.
• Excellent oral and written communication skills.
• Excellent organization and time-management skills.
• Ability to handle confidential information with discretion.
• Must be computer proficient; the specific computer skills are not stated.
• Public speaking and etiquette.

Nice To Haves

• Associate’s degree in Office Administration or Business Administration.
• Experience working in a mental health facility, hospital, medical center, outpatient health care setting, or Indian Health Service (IHS)/tribal health setting.

Responsibilities

• Provide secretarial support to the Referrals Manager and department staff through routine clerical and office functions.
• Help develop and maintain a cohesive, team-oriented atmosphere with physicians, nurses, and ancillary staff.
• Assist with preparation of budgets and reports, including department office-supply matters.
• Follow through on program projects as assigned by the Referrals Manager.
• Organize and maintain files as directed by the Referrals Manager.
• Draft correspondence.
• Process and file incoming and outgoing department mail.
• Record minutes for department and collaborative team meetings.
• Serve as a liaison among patients, offsite referral offices, and SNHS.
• Conduct follow-ups among referring providers’ offices, patients, and insurance companies.
• Ensure receipt of records from offsite referral offices and conduct follow-ups as needed.
• Uphold and promote the value and integrity of the Seneca Nation Health System’s mission and promote SNHS positively.
• Collaborate through a trauma-informed lens, promoting physical and psychological safety, trustworthiness, transparency, collaborative decision-making, empowerment of coworkers, and respect for cultural diversity and sensitivity.
• Participate in and complete mandatory staff meetings, trainings, and other required activities.
• Adhere to department, Seneca Nation, and SNHS policies and procedures.
• Promote cooperative staff efforts to maintain high-quality service for patients, physicians, and staff and to assure quality patient care.

Benefits

• Health, dental, and vision coverage for the individual, with a family option available.
• Short-term and long-term disability options.
• Annual vacation and PTO accrued weekly.
• 16 paid holidays per calendar year.
• 401(k) with 5% matching.
• Parental, medical, education, and bereavement leaves.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED