Executive Assistant

Arizona Department of Administration • Phoenix, AZ

1d • $55,000 - $63,000 • Onsite

About The Position

The Arizona Advisory Council on Indian Health Care (AACOIHC) is driven by its mission to advocate for increasing access to high quality health care programs for all American Indians and Alaska Natives (AI/AN) in Arizona. The AACOIHC was established by A.R.S. 36-2902.01 to give tribal governments, tribal organizations and urban Indian health care organizations representation in shaping Medicaid and health care policies and laws that impact Indigenous Peoples in Arizona. The AACOIHC, utilizes its knowledge of Indian health systems, tribal sovereignty, common chronic health conditions and disparities, and health policy to serve as a resource for tribal governments and the State of Arizona, and supports prevention, training, education, and policy development as the keys to meeting the unique health care needs of Indigenous Peoples. The AACOIHC strives to be the premier resource for tribes and urban Indians in Arizona on health care. Come join our dynamic and dedicated team!

Requirements

• Three (3) to five (5) years high-level professional administrative support that includes one (1) year of supervisory experience.
• All AHCCCS employees must reside within the State of Arizona.
• Successfully pass fingerprint background check, prior employment verifications and reference checks; employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.
• Travel may be required for State business. Employees who drive on state business must complete any required driver training (see Arizona Administrative Code R2-10-207.12.)
• If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Preference will be given to candidates with state government experience and/or healthcare experience.
• Preference for individuals with supervisory experience, or experience leading large workgroups.
• Preference for individuals with experience working with I/T/U's.

Responsibilities

• Coordinate meetings for the AACIHC staff and Advisory Council. Posting notifications and agendas to state meeting website, prepare and send presentations and materials for meetings via on-line platforms, etc. Document and process high level and detailed meeting minutes. Maintains AACIHC membership status and files. Updates tribal stakeholder directories. Participate in AACIHC Leadership Team meetings assisting with the development & implementation of agency strategic goals, policies & work plans. Coordinate agenda, materials & logistics for other agency leadership meetings, both internal and with external partners.
• Coordinate travel arrangements and prepare, complete and submit travel claims for all agency employees, ensuring timely submission and employee reimbursement, for all agency employees. Serve as the business partner for the agency working with HR to coordinate updates of position descriptions, follow up with posting of new job postings, on boarding new staff. Works with procurement on necessary documents to ensure payment for consultants and other office expenses. Follows-up on purchase orders. Completes registrations for employees for conferences and flights (coordinating with p card AHCCCS holders).
• Supervise and mentor direct report, the community outreach coordinator, ensuring efficiency in the workplace and that public communications (i.e. newsletters, social media postings, email notifications, etc.) and community events are being published and attended regularly, covering in their absence, and meeting weekly to address any concerns that come up. Also maintain and create performance reports.
• Screen and direct incoming calls and visitors to the AACIHC. Research information needed in order for the Director or designated staff person to respond to calls, inquiries or concerns including research needed for projects they are working on. Manage the Director's calendar and meeting schedule. Process incoming mail, voicemails, and emails (receipt, sort, copy, distribute). Follow-up on pending matters.
• Organize and maintain files for quick and easy retrieval of information via in-person and virtually. Facilitate and coordinate with AHCCCS facility department and/or Information Services Desk (ISD) to ensure connections to office machines (copiers and printers) and maintain office supplies.
• Serves a vital role in the organization of agency conferences, such as the CHR Annual Summit and other conferences and trainings as required.

Benefits

• 10 paid holidays per year
• Paid Vacation and Sick time off (13 and 12 days per year respectively) - start earning it your 1st day (prorated for part-time employees)
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child.
• Other Leaves - Bereavement, civic duty, and military.
• A top-ranked retirement program with lifetime pension benefits
• A robust and affordable insurance plan, including medical, dental, life, and disability insurance
• Participation eligibility in the Public Service Loan Forgiveness Program (must meet qualifications)
• RideShare and Public Transit Subsidy
• A variety of learning and career development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed