Administrative Assistant (Surgical Clinic)

FDIHB•Fort Defiance, AZ

8d•Onsite

About The Position

The Administrative Assistant (Surgical Clinic) role involves coordinating a variety of administrative and clerical support activities to facilitate the priorities of the office. This includes screening calls and visitors, responding to inquiries, managing mail and supplies, and ensuring timely action on correspondence. The position also involves coordinating meeting logistics, maintaining records for educational courses, and organizing educational files. A key responsibility is maintaining personnel listings and departmental records, including licensure requirements and nursing competency files. The role also includes tracking commitments and budgets for equipment, travel, training, and supplies, ensuring accuracy and fund availability. The Administrative Assistant may act as a project manager for special projects, coordinate presentations, disseminate information, and organize events for the department. Additionally, the role requires completing mandatory yearly Center for Medicare and Medicaid Services (CMS) training and supporting compliance with CMS standards. The position is located within the Navajo Nation, and Navajo/Indian Preference in Employment Policy is in effect.

Requirements

Two (2) years of direct work experience.
Associate’s Degree in Business Administration or related field or equivalent experience.
Valid, unrestricted insurable driver’s license.
Resume and references are required.

Responsibilities

Coordinates a variety of administrative clerical support activities to facilitate and expedite the administrative and clerical priorities of the office.
Screens calls and visitors, refers to appropriate staff member and forwards only those calls or visitors requiring their attention.
Responds to inquiries for general information; completes copier projects, mail handling, and supplies control.
Receives and routes mail to appropriate offices for action.
Takes full responsibility to ensure timely reply or action; secures and furnishes information required by higher-level management relative to action required or taken.
Reviews outgoing correspondence, verifies for signature of approval, including proper format, and determines if it conforms to established processes.
Retrieves, assembles, and summarizes information as required from files and documents as requested.
Coordinates meeting logistics, which includes making reservations for meeting room, open locked areas and notify all participants.
Initiates and maintain records for all educational courses offered, sign up/sign in, and evaluations.
Reads all incoming correspondence and determines proper action.
Reviews outgoing correspondence and reports for proper formatting, mathematical and grammatical correctness and content, and ascertaining that all necessary coordination of facts have been completed and in accordance with established policy.
Provides clerical and administrative support for the Nursing Staff monthly meetings by communicating meeting dates and time, creates minutes, staff appointments and other pertinent material.
Organizes and maintains educational files and records, manuals, handbooks, and other related materials.
Maintains personnel listings of all Division employees and other departmental record keeping such as licensure requirements, and the maintenance of nursing competency files under the direction of the Clinical Educator/Nurse Executive.
Establishes and maintains a tracking system on commitment records and the budget allotted for equipment purchases, travel expenditures, training expenditures, and supply purchases and records expenses.
Checks the accuracy, updates records, and checks status of funds to assure funds are available to cover transactions.
Acts as the project manager for special projects, at the request of reporting supervisor which may include planning and coordinating multiple presentations, disseminating information, and organizing events for the department of Emergency Department.
Completes all yearly Center for Medicare and Medicaid Services (CMS) required training by the indicated due dates.
Assists, promotes, and supports compliance with established CMS standards.
Performs other duties as assigned.