Executive Assistant

Arizona Department of Administration • Phoenix, AZ

1d • 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.
• Knowledge of Policies, procedures and programs of the State of Arizona, Indian health care delivery systems, and how this position will interact with other divisions, state agencies and external customers
• Knowledge of Methods and proper preparation of reports
• Knowledge of Full range of complex secretarial functions of a responsible and confidential nature
• Knowledge of Tribal cultures and tribal government structures
• Knowledge of State budget policies and procedures and fiscal management
• Knowledge of State contract and procurement policies and purchasing procedures
• Knowledge of Sate personnel rules, policies and procedures
• Knowledge of Principles and practices of program and project planning, development, implementation and analysis
• Knowledge of AHCCCS Rules and Regulations, operating policies, procedures and legislation
• Knowledge of Principles and practices of personnel management and employee relations
• Knowledge of Principles and practices of supervision
• Knowledge of Methods of communicating with various officials and external and internal customers, through written, oral and/or electronic
• Skills in Time management of varied administrative functions
• Skills in Excellent verbal, written and interpersonal communications
• Skills in Responsive, full range administrative support to AACIHC staff for overall quality of work products and information management as assigned by the AACIHC Director
• Skills in Computer Skills, including experience with Google Suites, Microsoft Products, and other virtual meeting platforms (Zoom)
• Skills in Excellent verbal and written communication skills
• Skills in Project management skills
• Skills in Organizational skills
• Skills in Excellent interpersonal relation skills including the facilitation of group interaction
• Skills in Analytical and problem solving
• Skills in Represent the division effectively and positively to others
• Skills in Objective when making decisions or recommendations regarding the division
• Skills in Maintain confidential information and ability to maintain confidentiality
• Ability to Interact with AACIHC members, tribal members, state agencies, staff members and outside health care representatives
• Ability to Exercise high degree of discretion and independent judgment
• Ability to Research and summarize data and compose reports
• Ability to Prioritize work tasks
• Ability to Maintain a working relationship with AACIHC staff, Council members, tribal, state and federal program staff for high quality and timeliness of assigned special projects
• Ability to Work independently with minimal oversight
• Ability to Initiate projects/recommendations for continuous quality improvement
• Ability to Work with differing opinions and bring about compromise
• Ability to Listen effectively and steer others toward solutions
• Ability to Be creative in approaches to employee morale and in communication and interactions with employees
• Ability to Present ideas, recommendations or solutions to senior management effectively
• Ability to See the big picture and support the division in its vision, goals and objectives
• Ability to Lead or participate in division-wide and agency-wide task forces, committees, and work groups
• Ability to Identify where improvement is needed and to be able to develop strategies for change

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.
• 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: Executive
• Education Level: No Education Listed