CTHCA PRC Senior Executive Assistant (CS-49261)

CONFEDERATED TRIBES OF THE COLVILLE RESERVATION•Coulee City, WA

46d•$31 - $38•Hybrid

About The Position

The 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 supports the RCD across multiple clinical sites throughout the reservation and at the administrative office. The role requires flexibility to adapt to changing priorities and provide support where staff or leadership needs are greatest. The position serves as a primary point of contact for the RCD and PRC team, handles complex and often confidential administrative work, prepares meeting materials and reports, coordinates travel and training, and supports records management, special events, projects, and general office operations. It also responds to public inquiries and complaints, assists with planning and follow-up for leadership meetings, and provides in-person executive support at CTHCA clinics and offices as needed. The role exercises independent judgment in organizing work and handling information, while complying with applicable laws, policies, procedures, and confidentiality requirements.

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 complete tasks in a timely manner.
Ability to perform clerical and secretarial work accurately and quickly.
Ability to prepare spreadsheets, graphs, and charts, and enter, import, and export data to and from databases.
Ability to use a multi-line telephone and demonstrate good telephone etiquette.
Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
Ability to handle sensitive information discreetly and maintain confidentiality.
Well-developed interpersonal skills and ability to convey technical concepts and information to others.
Ability to interact with a wide variety of groups and individuals inside and outside the organization.
Ability to plan, organize, and prioritize work in a high-volume environment to 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, using 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 insurability are required.
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; sufficient visual acuity to write, recognize printed materials and computer screens, and notice non-verbal behavior; and speech and hearing ability to address audiences, converse by telephone, understand verbal communications, and hear 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 internal staff, Tribal leadership, external partners, and stakeholders.
Provide complex and often confidential administrative and secretarial support to senior management and/or a group of professionals.
Prepare agendas, reports, presentations, and other documents supporting the Revenue Cycle Director, PRC team initiatives, meetings, and Tribal Health Care Authority operations.
Identify opportunities to improve operations, reduce turnaround times, streamline work processes, and provide quality customer service collaboratively.
Prepare travel and training documents; compare travel methods and costs; arrange flights and lodging; process per diem requests; and assemble 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 department 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 coordinating bids, proposals, programs, agencies, entities, equipment, materials, payments, and related meetings.
Perform general office support, including answering and routing calls, taking messages, processing and logging mail, maintaining office supplies, processing requisitions and vouchers, composing correspondence, scheduling meetings, and sending fax correspondence.
Respond to public questions and complaints; provide information about Tribal government operations and resources; route complaints, conduct fact-finding when appropriate, recommend and implement solutions, and update the RCD on inquiries and complaints.
Work with the Revenue Cycle Director to develop plans for assigned activities and projects.
Independently plan, organize, and schedule work and exercise judgment in handling incoming and outgoing information and materials.
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, follow-up reports, and 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.
Comply with applicable legislation, funding and organizational requirements, policies, and procedures, and ensure confidential handling of sensitive team-member information.
Perform other duties as assigned.