CTHCA Executive Assistant Senior MB-47605

CONFEDERATED TRIBES OF THE COLVILLE RESERVATION•Coulee City, WA

2d•$31 - $38•Onsite

About The Position

The Executive Assistant Senior will provide comprehensive administrative and secretarial support of a complex and confidential nature for senior management, specifically the Deputy CEO. This role involves managing communications, scheduling, preparing documents, coordinating meetings and special events, and maintaining records management systems. The position requires a high level of attention to detail, the ability to improve operations, and to work cooperatively to provide quality customer service. The Executive Assistant Senior will also assist with travel arrangements, cost analysis, and public inquiries. This role requires independent judgment in planning, organizing, and scheduling work, and may involve travel between clinics and administrative offices.

Requirements

AA degree and 5 years progressively responsible Executive Assistant, management, health care, and administrative work experience.
Health care experience is required.
Ability to understand, speak, communicate, and read the English language.
Advanced knowledge of tribal and federal agencies’ contracting processes, purchasing, administrative processes, procedures, as well as budget planning and maintenance experience.
Ability to exercise initiative and independently perform all duties with minimal supervision to accomplish tasks in a timely manner.
Ability to perform clerical and secretarial work with speed and accuracy.
Ability to prepare spreadsheets, graphs, and charts, and enter, import, and export data to and from databases.
Ability to utilize a multi-line telephone with good telephone etiquette.
Proficiency in MS Office (Word, Excel, Outlook, PowerPoint).
Ability to handle sensitive information with discretion and maintain confidentiality.
Well-developed human relation skills to convey technical concepts to others.
Ability to communicate technical information and to interact with a wide variety of groups and individuals inside and outside the organization.
Ability to plan, organize, and prioritize work processes in a high-volume environment to meet schedules and timelines.
Ability to analyze data from multiple information ports by comparing and contrasting data to draw a conclusion or to identify trends.
Ability to communicate professionally in written, verbal, and non-verbal format while portraying a friendly tone, word choice, and body language.
Ability to take initiative and be proactive in duties to meet mandated deadlines and comply with goals and objectives.
Valid Washington State Driver’s License and be insurable.

Nice To Haves

HIPAA Certificate within initial 90 days of employment.

Responsibilities

Serving as the primary point of contact for the Deputy CEO, managing communications, scheduling, and correspondence with internal staff, Tribal leadership, external partners, and stakeholders.
Performing 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 Deputy CEO initiatives, meetings, and Tribal Health Care Authority operations.
Preparing travel and training documents, conducting cost analysis, processing airline flight requests and lodging arrangements, processing per diem requests, and developing final travel/training packets.
Assisting in the planning and follow-up of executive and leadership meetings, ensuring action items are documented and completed.
Creating and maintaining a records management system for department staff, identifying filing system deficiencies, recommending and implementing solutions, filing correspondences, requisitions, vouchers, maintaining personnel files, and preparing and maintaining contracting files.
Planning, coordinating, and implementing special events and projects, distributing announcements for bids, collecting bid solicitations, coordinating with different programs, agencies, and entities, ensuring availability of necessary equipment, processing payment of services, and attending planning meetings.
Performing a variety of general office support functions, including receiving and responding to calls, taking messages, processing mail, maintaining office supply inventory, processing requisitions and vouchers, composing memorandums and letters, scheduling meetings, and sending fax correspondence.
Receiving and responding to public questions and complaints, providing information on tribal government operations and resources, determining complaint nature, forwarding to appropriate resources, conducting fact-finding investigations, recommending and implementing solutions, and responding to inquiries and complaints.
Working with the Deputy CEO to develop plans needed to carry out assigned activities and projects, exercising independent judgment with regard to planning, organizing, and scheduling work.
Traveling between the Colville Tribal Health Care Authority’s clinics and administrative offices as needed to provide in-person executive support to the Deputy CEO.
Supporting activities such as timely collection and preparation of draft agendas, dissemination of meeting materials, coordination of meeting records, evaluations and follow-up reports, and board finance presentations.
Scheduling meetings (group and individual), travel, and outside commitments.
Exercising independent judgment and decision-making in handling incoming and outbound information and material.
Complying with and ensuring compliance with applicable legislation, funding and organizational requirements, policies, and procedures.
Ensuring confidential handling of sensitive team member information in line with data protection policies and laws.
Performing other duties as assigned.