CTHCA PRC Senior Executive Assistant (CS-49261)

CONFEDERATED TRIBES OF THE COLVILLE RESERVATION•Coulee City, WA

55d•$31 - $38•Hybrid

About The Position

The PRC Senior Executive Assistant provides high-level administrative, organizational, operational, and specialized support to the Revenue Cycle Director (RCD) of the Tribal Health Care Authority. This hybrid position requires flexibility to support the RCD across multiple clinical sites reservation-wide and at the administrative office, adapting to changing priorities and providing support where staff or leadership needs are greatest. The role serves as the primary point of contact for the RCD and PRC team, handles complex and often confidential administrative work, and supports meetings, travel, records management, events, projects, purchasing, and general office operations. It also responds to public inquiries and complaints, coordinates with internal and external stakeholders, and provides in-person executive support at CTHCA clinics and offices as organizational needs arise. The position requires independent judgment, discretion with sensitive information, and compliance with applicable laws, funding requirements, and organizational policies.

Requirements

Typically requires an associate degree and five years of progressively responsible executive assistant, management, financial, and administrative work experience.
Obtain a HIPAA certificate within the first 90 days of employment.
Ability to understand, speak, communicate, and read English.
Advanced knowledge of Tribal and federal agency contracting processes, purchasing, administrative processes, and accounting principles and procedures; experience with budget planning and maintenance.
Ability to exercise initiative and independently perform the duties of the position with minimal supervision and 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 use a multiline telephone with good telephone etiquette.
Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
Ability to handle sensitive information discreetly and maintain confidentiality.
Well-developed interpersonal skills to convey technical concepts and communicate technical information to varied internal and external groups and individuals.
Ability to plan, organize, and prioritize work in a high-volume environment and meet schedules and timelines.
Ability to analyze data from multiple information sources, compare and contrast data, and draw conclusions or identify trends.
Ability to communicate professionally in written, verbal, and non-verbal formats, with an appropriate tone, word choice, and body language.
Ability to take initiative and be proactive to meet mandated deadlines and organizational goals and objectives.
Valid Washington State driver's license and eligibility to be insured under the Tribes' vehicle insurance.
Ability to sit and stand for long periods; manual and finger dexterity; and ability to frequently bend, stoop, reach, push, and pull.
Ability to comprehend complex issues and sufficient visual acuity to write, recognize printed materials, view a computer screen, and notice non-verbal behavior.
Speech and hearing ability to project one's voice to small and large audiences, conduct telephone conversations, and hear and understand verbal communications and equipment prompts.
Ability to drive in adverse weather conditions.

Responsibilities

Serve as the primary point of contact for the Revenue Cycle Director and PRC team, managing communications, scheduling, and correspondence with staff, Tribal leadership, external partners, and stakeholders.
Provide complex and often confidential administrative and secretarial support to senior management and professional staff.
Prepare agendas, reports, presentations, correspondence, and other documents supporting the RCD, PRC team, meetings, and CTHCA operations.
Identify opportunities to improve operations, reduce turnaround times, streamline processes, and provide quality customer service.
Prepare travel and training documents; analyze travel costs; arrange flights and lodging; process per diem requests; and compile final travel and training packets.
Assist with planning and follow-up for executive and leadership meetings, documenting action items and supporting their completion.
Create and maintain departmental records systems, identify filing deficiencies, recommend and implement solutions, and maintain correspondence, requisition, voucher, personnel, and contracting files.
Plan, coordinate, and implement special events and projects, including bid solicitations, coordination with programs and outside entities, arrangements for equipment and materials, payment processing, and related meetings and directives.
Perform general office functions, including handling calls and messages, processing mail, maintaining office-supply inventory, processing requisitions and vouchers, composing memorandums and letters, scheduling meetings, and sending fax correspondence.
Respond to public questions and complaints, provide information about Tribal government operations or resources, refer matters to appropriate resources, conduct fact-finding when warranted, recommend and implement solutions, and update the RCD on inquiry and complaint status.
Work with the RCD to develop plans for assigned activities and projects, and independently plan, organize, and schedule work.
Travel between CTHCA clinics and administrative offices as needed to provide in-person executive support.
Collect and prepare draft agendas, distribute meeting materials, coordinate meeting records, evaluations, and follow-up reports, and support board finance presentations.
Schedule group and individual meetings, travel, and outside commitments, and provide flexible support at CTHCA clinics or offices as organizational needs arise.
Exercise independent judgment in handling incoming and outgoing information and materials.
Comply with and ensure compliance with applicable legislation, funding and organizational requirements, policies, and procedures.
Protect sensitive team-member information in accordance with data-protection policies and laws.
Perform other duties as assigned.