CIO Senior Executive Assistant (TM49238)

CONFEDERATED TRIBES OF THE COLVILLE RESERVATION•Coulee City, WA

47d•$31 - $38•Onsite

About The Position

The Senior Executive Assistant to the Chief Information Officer (CIO) provides high-level administrative, operational, and project support to the CIO in a Tribal Health Care Authority. The position serves as a trusted liaison among executive leadership, departments, vendors, tribal leadership, and external partners. It coordinates strategic initiatives, manages executive communications, organizes meetings, maintains confidential records, assists with contracts and compliance activities, and supports health care technology and operational projects. The role provides complex and often confidential administrative and secretarial support, including preparing agendas, reports, presentations, correspondence, and meeting materials; coordinating executive meetings and tracking action items; managing records and contracting files; arranging travel and training; and assisting with financial, purchasing, payroll, and administrative processes. It also plans and coordinates special events and projects, supports board and finance presentations, and travels between programs and administrative offices as needed to provide in-person support to the CIO. The position requires independent judgment, discretion, confidentiality, and the ability to organize and prioritize a high volume of work in a fast-paced environment. The employee must comply with applicable laws, funding and organizational requirements, policies, and procedures, and provide services that reflect Tribal cultural values and membership needs. Other duties may be assigned.

Requirements

Typically requires an associate degree and five years of progressively responsible experience in a health care facility and administrative work.
Advanced knowledge of Tribal policies and procedures, administrative structures, and procedures.
Working knowledge of Tribal enterprise and government, department operations, policies, procedures, and calendars.
Advanced working knowledge of personal-computer software, including word processing, spreadsheets, presentation graphics, organizational applications, and custom databases.
Advanced knowledge of office administration and records-management practices, principles, and techniques, including support for timely financial and administrative reporting.
Advanced administrative-assistance skills, including maintaining schedules, drafting correspondence, and preparing presentation materials.
Ability to work under pressure in a fast-paced and sometimes stressful environment.
Advanced knowledge of Tribal and federal agency contracting processes, purchasing, administrative processes, accounting principles and procedures, and budget planning and maintenance.
Advanced knowledge of general office equipment, including copiers, fax machines, and calculators, and demonstrated advanced skill with Microsoft Office, Outlook, and the Internet.
Advanced knowledge of English usage, grammar, spelling, and punctuation for preparing professional correspondence.
Knowledge of Tribal government and organizational services, operations, programs, functions, and operational terminology.
Advanced math skills for financial and statistical record keeping.
Human-relations skills to work cooperatively with diverse teams, deal patiently with internal and external customers, and explain technical concepts.
Ability to work independently with initiative and minimal supervision, completing duties in a timely manner.
Ability to schedule meetings, accurately take and transcribe meeting notes, and maintain records.
Ability to prepare spreadsheets, graphs, and charts and to enter, import, and export database data.
Ability to plan, organize, and prioritize work and meet schedules and timelines, including organizing and carrying out events and projects.
Ability to communicate patiently and courteously with management, staff, and the community in a manner that reflects positively on the organization.
Ability to perform clerical and secretarial work accurately and quickly in a high-volume environment with distractions.
Ability to understand and apply Tribal and agency rules, regulations, and policies.
Ability to maintain timekeeping, generate timesheets, verify leave balances, and prepare payroll.
Ability to use a computer to produce correspondence and informational materials and conduct basic research.
Ability to compare travel costs, prepare per diem requests, and compile travel and training itinerary packets.
Ability to conduct fact-finding, research, and interviews and to respond professionally and promptly to public inquiries or complaints or refer them to appropriate personnel.
Ability to maintain confidentiality of private and sensitive information.
Ability to maintain productive and cooperative relationships with Council, coworkers, Tribal program staff, external organizations, Tribal elders, and the public.
Ability to provide services that reflect Tribal cultural values and membership needs.
Ability to travel and work non-standard hours as assigned or delegated.
HIPAA Certificate required within the first 90 days of employment.
Valid Washington State driver's license required, with insurability under the Tribes' vehicle insurance requirements.
If the position is safety-sensitive, pre-employment drug testing applies; the position is also subject to reasonable-suspicion and post-accident drug testing.
May be subject to pre-employment background clearances, which must be maintained throughout employment when applicable.
Tribal member and Indian preference applies; preference is also given to minimally qualified honorably discharged veterans.

Responsibilities

Serve as the primary point of contact for the CIO, 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 professionals.
Prepare agendas, reports, presentations, correspondence, and other documents supporting CIO initiatives and Tribal Health Care Authority operations.
Improve office operations, streamline processes, reduce turnaround times, and provide quality customer service.
Prepare travel and training documents; compare 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 ensuring their completion.
Create and maintain departmental records systems, identify filing deficiencies, maintain correspondence and personnel files, and prepare and maintain contracting files.
Plan, coordinate, and implement special events and projects, including bid solicitations, inter-program coordination, equipment and materials, service payments, and related meetings.
Perform general office functions, including handling calls and mail, maintaining logs and supply inventories, processing requisitions and vouchers, composing letters and memorandums, scheduling meetings, and sending fax correspondence.
Work with the CIO to develop plans for assigned activities and projects, exercising independent judgment in planning, organizing, and scheduling work.
Travel between Tribal Health Care Authority programs 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 prepare board finance presentations.
Schedule meetings, travel, and outside commitments, and use independent judgment when handling incoming and outgoing information and materials.
Comply with and help ensure compliance with applicable legislation, funding and organizational requirements, policies, and procedures.
Protect confidential team-member information in accordance with data protection policies and laws.
Maintain timekeeping, prepare computer-generated timesheets, verify leave balances, and prepare payroll.
Conduct fact-finding, research, interviews, cost analyses, and responses to public inquiries or complaints, referring matters as appropriate.
Perform other duties as assigned.