Administrative Assistant (45128)

Job DetailsLevel: ExperiencedJob Location: Winslow Indian Health Care Center - Winslow, AZ 86047Position Type: Full-TimeEducation Level: Some college, no degreeTravel Percentage: NegligibleJob Shift: DayJob Category: Admin - ClericalUnder general supervision of the Chief Medical Officer, the Administrative Assistant performs a variety of administrative and support clerical duties and tasks associated with supporting the Medical Staff Department. Assures that all clerical and administrative support work is coordinated and accurately completed. Upholds the principles of WIHCC’s Vision, Mission, and Value Statements. Maintains confidentiality of all privileged information at all times. This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.   Essential Duties & Responsibilities: Maintains regular attendance and punctuality. Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette. Types and prepares various correspondences, reports, manuals, tables, meeting minutes for department meetings. Reviews, coordinates and prepares outgoing correspondence and reports ensuring accuracy and timeliness Screens calls and visitors for the department, referring to appropriate staff as needed. Assists in compiling and organizing program data which may include statistical information in support of the organization’s program operations. Enters information into a variety of automated tracking systems and maintains program specific data to track items such as project milestones, progress reports, funding and expenditure data.   Serves as the point of contact for scheduling meetings for conference rooms. Schedules appointments, coordinates meeting, and schedules conferences. Orders, processes and tracks work orders. Maintains files, including database management and filing. Assists the medical staff Senior Credentialing and Enrollment Specialist with collection of relevant documentation, processing, and maintenance of medical staff credentialing files. Establishes and maintains an effective filing and retrieval system. Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair. Reviews and prepares authorization for payment of invoices and timely follow through to appropriate departments, such as Finance and CEO as needed. Reviews and maintains appointment calendar. Navigates and utilizes financial system of institution for monitoring of the Division’s budget and enters purchase orders accurately. Coordinates meetings including room reservations, participant notifications and confirmations.  Assists in scheduling appointments and making arrangements for conferences in coordination with the Executive Administrative Assistant for prior clearance. Assembles background materials for medical staff leadership team and prepares reports of the proceedings. Accurately prepares appropriate travel arrangements for medical staff, and assists all medical staff members with travel and training issues related to official business Prepares documents for reimbursement of travel expenses. Upholds all principles of confidentiality and patient care to the fullest extent. Adheres to all professional and ethical behavior standards of the healthcare industry. Adheres to WIHCCs Personnel Policies and Procedures, departmental policies, rules, and regulations. Interacts in an honest, trustworthy and dependable manner with patients, employees, visitors, and vendors. Possesses cultural awareness and sensitivity. Maintains compliance with all Human Resources requirements. Performs other duties as assigned. QualificationsMinimum Qualifications: Associates Degree in Business or related field or 60 college credit hours and two years of Secretarial or Administrative Assistant experience required. Experience within a healthcare setting preferred. Bilingual skills in English and Navajo language preferred. Must maintain a valid unrestricted and insurable driver’s license. Must successfully pass a background investigation and maintain suitable requirements for a Child Care position. This position is considered as a Child Care position, which requires a satisfactory background check investigation and is subject to the requirements of the Indian Child Protection and Family Violence Prevention Act, as amended (henceforth referred as the ICPFVP Act).   Knowledge, Skills, Ability Knowledge of strong work ethics in the workplace. Knowledge of basic application of confidentiality. Knowledge of duties and responsibilities of the position. Knowledge of basic computer skills, e.g. Outlook, Word, Excel, PowerPoint, and Adobe, Contract Works or similar. Knowledge of Microsoft Professional Office applications, in addition to new applications/ software as acquired.  Ability to be dependable in attendance and job performance. Ability to meet attendance, overtime (if necessary), and other reliability requirements of the job. Ability to accept and learn from feedback. Ability to communicate effectively both verbally and in writing. Ability to provide exemplary customer service at all times. Ability to interact positively with others and possess great interpersonal skills. Ability to multitask and perform well under pressure. Ability to have self-confidence. Ability to be a great team player. Ability to accept and learn from supervisor/peer critique. Ability to be flexible and adaptable to the changing needs of the organization. Ability to work under the pressure, multitask and meet constant deadlines while maintaining an attention to detail and accuracy.    Physical Demands: While performing the essential functions of this position, the employee is regularly required to walk, sit, use hands to finger, handle, or feel objects and equipment, reach with hands and arms, and communicate effectively by talking and hearing. The employee frequently must stand, climb, balance, stoop, kneel, crouch, or crawl and may occasionally use taste or smell. The employee must occasionally lift and/or move objects weighing up to 50 pounds.   Work Environment: Work is performed in an office setting or outdoor work environment with moderate noise levels. Work environment may involve exposure to physical risks, such as blood borne pathogens, hazardous chemicals, or operating potential dangerous equipment, and requires adherence to all safety protocols. Required work schedules may include evening, weekend, overnight shifts, extended hours, or irregular schedules and rotation as operational needs dictate.   As required by P.L. 93-638, absolute preference will be given to qualified Navajo applicants.  If there is no qualified Navajo applicant, preference will be given to qualified American Indian applicants.