ADMINISTRATIVE ASSISTANT (WOMEN'S HEALTH CLINIC)

FDIHB•Fort Defiance, AZ

2d•Onsite

About The Position

The Administrative Assistant role in the Women's Health Clinic coordinates a variety of administrative and clerical support activities to facilitate the office's priorities. This position involves screening calls and visitors, responding to inquiries, managing mail and supplies, and ensuring timely responses and actions. The role also includes reviewing outgoing correspondence for accuracy and format, retrieving and summarizing information, coordinating meeting logistics, and maintaining records for educational courses. Additionally, the Administrative Assistant supports Nursing Staff meetings by communicating dates, creating minutes, and organizing materials. They will maintain personnel listings, departmental records, and nursing competency files. A key responsibility is establishing and maintaining a tracking system for commitments, budgets, and expenses related to equipment, travel, training, and supplies, ensuring funds are available for transactions. The position may also act as a project manager for special projects, including planning presentations and organizing events. The Administrative Assistant is required to complete all yearly Center for Medicare and Medicaid Services (CMS) required training and assist in promoting compliance with CMS standards. Other duties as assigned.

Requirements

Two (2) years of direct work experience.
Associate’s Degree in Business Administration or related field from an accredited school or two (2) years additional direct work experience.
VALID, UNRESTRICTED INSURABLE DRIVER’S LICENSE
RESUME AND REFERENCES ARE REQUIRED

Responsibilities

Coordinates a variety of administrative clerical support activities in order 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.