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 within a Tribal Health Care Authority. The role serves as a liaison among executive leadership, departments, vendors, tribal leadership, and external partners. It coordinates strategic initiatives, executive communications, meetings, confidential records, contract and compliance activities, and health care technology and operational projects. The position is located in Nespelem, Washington, and reports to the Chief Information Officer. The position provides complex and often confidential administrative support; prepares agendas, reports, presentations, correspondence, and meeting materials; supports travel and training arrangements and documentation; and maintains records, personnel, and contracting files. It plans and coordinates special events and projects, supports budget and purchasing processes, and helps the CIO develop plans for assigned work. It also provides executive support across the Colville Tribal Health Care Authority’s programs and administrative offices as needed. The role calls for an associate degree and five years of progressively responsible experience in a health care facility and administrative work. It requires advanced administrative, records-management, software, tribal-government, contracting, purchasing, accounting, and budget knowledge, along with strong communication, organization, discretion, and independent judgment. A HIPAA Certificate is required within the first 90 days of employment. A valid Washington State driver’s license and insurability are required. Tribal member and Indian preference applies, as does preference for minimally qualified honorably discharged veterans. The position may be subject to background clearances and, if deemed safety sensitive, drug testing.

Requirements

Associate degree and five years of progressively responsible experience in a health care facility and administrative work.
Advanced knowledge of Tribal policies, procedures, administrative structure, and processes.
Working knowledge of Tribal enterprise and government, department operations, policies, procedures, and calendars.
Advanced proficiency with personal-computer software, including word processing, spreadsheets, presentation graphics, organizational applications, databases, Microsoft Office Suite, Outlook, and the internet.
Advanced knowledge of office administration and records-management practices, principles, and techniques.
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, purchasing, administrative processes, accounting principles and procedures, and budget planning and maintenance.
Advanced knowledge of general office equipment, including copiers, fax machines, and calculators.
Advanced knowledge of English usage, grammar, spelling, and punctuation for professional correspondence.
Advanced knowledge of Tribal government and organizational services, operations, programs, functions, and terminology.
Advanced math skills for financial and statistical recordkeeping.
Strong interpersonal skills to work cooperatively with diverse teams, serve internal and external customers patiently, 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 notes, and maintain records.
Ability to prepare spreadsheets, graphs, and charts and move data to and from databases.
Ability to plan, organize, and prioritize work, events, and projects to meet schedules and deadlines.
Ability to communicate courteously and patiently with management, staff, and the community.
Ability to perform clerical and secretarial work quickly and accurately in a high-volume, distraction-prone environment.
Ability to understand and apply Tribal and agency rules, regulations, and policies.
Ability to maintain timekeeping, prepare timesheets, verify leave balances, and prepare payroll.
Ability to use a computer to prepare correspondence and informational materials and conduct basic research.
Ability to compare travel costs, prepare per diem requests, and compile travel and training itineraries.
Ability to conduct fact-finding, research, and interviews and respond to or appropriately refer public inquiries and complaints.
Ability to maintain confidentiality of private and sensitive information.
Ability to maintain productive relationships with Council, coworkers, Tribal program staff, external organizations, Tribal elders, and the general 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.
Obtain a HIPAA Certificate within the first 90 days of employment.
Valid Washington State driver’s license and eligibility for the Tribes’ vehicle insurance; must be insurable.

Responsibilities

Serve as the primary contact for the CIO and manage communications, scheduling, and correspondence with staff, Tribal leadership, external partners, and stakeholders.
Provide complex and confidential administrative and secretarial support to senior management and professionals.
Prepare agendas, reports, presentations, correspondence, and other materials supporting CIO initiatives and organizational operations.
Coordinate travel and training arrangements, compare travel costs, process flight, lodging, and per diem requests, and assemble travel and training packets.
Plan and follow up on executive and leadership meetings, document action items, and support their completion.
Create and maintain records-management systems and departmental correspondence, personnel, and contracting files; identify and address filing-system deficiencies.
Plan, coordinate, and implement special events and projects, including bid solicitations, coordination with programs and agencies, equipment and service arrangements, and payment processing.
Perform general office support, including handling calls and mail, maintaining supply inventories, processing requisitions and vouchers, composing correspondence, scheduling meetings, and sending fax correspondence.
Work with the CIO to develop plans for assigned activities and projects; independently plan, organize, and schedule work.
Travel between the authority’s programs and administrative offices as needed to provide in-person executive support.
Collect and prepare draft agendas, distribute meeting materials, coordinate meeting records and follow-up reports, and support board finance presentations.
Schedule meetings, travel, and outside commitments; use independent judgment in handling incoming and outgoing information and materials.
Comply with and support compliance with applicable laws, funding and organizational requirements, policies, and procedures.
Protect sensitive team-member information and maintain confidentiality.
Maintain timekeeping, prepare computer-generated timesheets, verify leave balances, and prepare payroll.
Respond to public inquiries or complaints through fact-finding or referral to appropriate personnel.
Perform other duties as assigned.