CTHCA Senior Executive Assistant (TM48409)

CONFEDERATED TRIBES OF THE COLVILLE RESERVATION•Coulee City, WA

9d•$31 - $38•Onsite

About The Position

The Senior Executive Assistant to the Chief Information Officer (CIO) provides high-level administrative, operational, and project support to the CIO in a Tribal Health Care Authority. This position serves as a trusted liaison between executive leadership, departments, vendors, tribal leadership, and external partners. The role is responsible for coordinating strategic initiatives, managing executive communications, organizing meetings, maintaining confidential records, assisting with contracts and compliance activities, and supporting the implementation of health care technology and operational projects.

Requirements

AA degree and 5 (five) years progressively responsible experience in a health care facility and administrative work experience.
Advanced knowledge of the Tribes’ policies and procedures and the Administrative structure and procedures.
Working knowledge of Tribal enterprise and government, department operations, policies, procedures, and calendars.
Advanced working knowledge of, and skill at using personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, basic presentation graphics, special applications used by the organization unit, and data entry onto custom databases.
Advanced knowledge or practices, principles and techniques associated with office administration and records management to assist administration with timely submission of all financial and administrative reports.
Advanced knowledge and experience that reflects exceptional administrative assistance skills in maintaining schedules, drafting correspondence and preparing presentation materials.
Skill working under pressure in a fast paced and sometimes stressful environment.
Advanced knowledge of tribal and federal agencies’ contracting processes, purchasing, administrative processes, accounting principles and procedures as well as budget planning and maintenance experience.
Advanced knowledge in the use of general office equipment (copier, fax, calculator, etc.), especially demonstrated advanced skill with software such as Microsoft Office Suite, Outlook and Internet.
Advanced knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence.
Advanced knowledge of Tribal government and organization unit services, operations, programs, functions, special terminology used in day-to-day operations, and to relieve others of a variety of administrative details.
Advanced math skills to perform financial and statistical record keeping.
Human relations skill to work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts.
Ability to exercise initiative and independently perform all of the duties of the position with minimal supervision to accomplish tasks in a timely manner.
Ability to schedule and accurately take and transcribe meeting notes and maintain a record.
Ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases.
Ability to plan, organize and prioritize work in order to meet schedules and timelines.
Ability to communicate with management, staff, and the community using patience and courtesy, and in a manner that reflects positively on the organization unit.
Ability to perform all of the duties of the position in a high volume environment that may be dominated by distractions.
Must be able to perform clerical and secretarial work with speed and accuracy.
Ability to understand and apply Tribal and agency rules, regulations and policies.
Ability to plan, prioritize and organize events and carry out events, projects and activities in order to meet schedules and timelines.
Ability to maintain timekeeping, prepare computer generated timesheets, ensure leave balances are correct and prepare payroll.
Ability to use a personal computer to produce correspondence, informational materials, and conduct basic research.
Ability to conduct cost analysis for travel cost comparisons, prepare per diem requests, and compile travel/training itinerary packets.
Ability to conduct fact-finding, research and interviews.
Ability to receive and responds to public inquiry and/or complaints through fact-finding or forward to the appropriate personnel in a professional timely manner.
Ability to maintain confidentiality of private and sensitive information.
Ability to maintain productive and cooperative relationships with Council, co-workers, tribal program staff, external organizations, tribal elders and the general public.
Ability to provide services that reflect cultural values of the Tribes and membership needs.
Ability to travel and work non-standard work hours as assigned or delegated.
HIPAA Certificate within initial 90 days of employment.
Valid Washington State Driver’s License is required and be insurable.
If required of this position, you must possess and maintain a valid Washington State driver’s license and be eligible for the Tribes’ Vehicle Insurance.
If applicable, these clearances must be maintained throughout employment.

Nice To Haves

Ability to drive in adverse weather conditions.

Responsibilities

Serving as the primary point of contact for the CIO and may include, managing communications, scheduling, and correspondence with internal staff, Tribal leadership, external partners and stakeholders.
Performs ongoing administrative and secretarial support services of a complex and often confidential nature for senior management and/or a group of professionals.
Preparing agendas, reports, presentations, and other documents in support of CIO initiatives, meetings and Tribal Health Care Authority operations.
Maintains high level of attention to detail; demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality customer service.
Prepares travel and training documents; conducts cost analysis to determine cost differences between different traveling methods; processes airline flight request and lodging arrangements in accordance with specifications; processes per diem requests, ensuring timely processing and delivery of checks; develops final travel/training packet, including conference agenda, break down of expenses and other related material.
Assisting in the planning and follow-up of executive and leadership meetings, ensuring action items are documented and completed.
Creates and maintains records management system for department staff; identifies deficiencies in filing system and recommends and implements solutions, files department correspondences, requisitions and vouchers, maintains program personnel files, prepares and maintains contracting files.
Plans, coordinates and implements special events and projects, distributes announcements for bids on meals and other services, collects bid solicitation for Request for Proposals, coordinates with different programs, agencies and entities, ensures availability of necessary equipment and other related material, processes payment of services and accounts for such transactions, attends various planning meetings, and executes other related directives issued by the Deputy CEO.
Prepares a variety of general office support functions; receives and responds to incoming calls, takes messages or forwards to appropriate personnel, processes incoming and outgoing mail and maintains a log, maintains an inventory of office supplies and other as needed; processes requisitions and vouchers, composes memorandums and letters, schedules meetings, send fax correspondence.
Works with the CIO to develop plans needed to carry out assigned activities and projects.
Exercises independent judgment with regard to planning, organizing and scheduling work.
Traveling between the Colville Tribal Health Care Authority’s programs and administrative offices as needed to provide in person executive support to the CIO.
Support activities include timely collection and preparation of draft agendas; dissemination of meeting materials; coordination of meeting records, evaluations and follow-up reports, and board finance presentations.
Schedules meetings, travel, and outside commitments.
Exercises independent judgment and decision-making in handling incoming and outbound information and material.
Complies and ensures compliance with applicable legislation, funding and organizational requirements, policies and procedures.
Ensure confidential handling of sensitive team member information in line with data protection policies and laws.
Performs other duties as assigned.