Executive Assistant (Dh6208) Jobs

In accordance with Navajo Nation and federal law, TCRHCC has implemented an Affirmative Action Plan pursuant to the Navajo Preference in Employment Act. Pursuant to this Plan and corresponding TCRHCC Policy, applicants who meet the necessary qualifications for this position and (1) are enrolled members of the Navajo Nation, Hopi Tribe, or San Juan Southern Paiute Tribe will be given preference in hiring and employment for this position, (2) are legally married to enrolled members of the Navajo Nation, Hopi Tribe, or San Juan Southern Paiute Tribe and meet residency requirements will be given secondary preference, and (3) are enrolled members of other federally-recognized American Indian Tribes will be given tertiary preference.

Position Summary

This position provides administrative support to the Chief Quality Officer (CQO) and Quality Division Management. Duties comprise of performing, independently, a variety of administrative duties and projects at the executive level of the organization. Ensures daily operations and activities are addressed through effective communication and organization.

Necessary Qualifications

Education

Must have an associate degree in Business or related field

Experience

• Must have at least 2 years of experience as an administrative assistant, secretary, business or healthcare office setting.

Other Skills and Abilities

A record of satisfactory performance in all prior and current employment as evidenced by positive employment references from previous and current employers. All employment references must address and indicate success in each one of the following areas

• Excellent customer service skills and ability to work as a key team member with a diverse group of professional staff at all levels
• Ability to handle sensitive and highly confidential information
• Ability to exercise sound independent judgment in daily office operations
• Excellent verbal and written communication skills with accurate spelling and grammar
• Reliable and dependable; reports to work as scheduled without excessive absences
• Successful completion of fingerprint clearance requirements, physical examinations, and other screenings indicating that the applicant is qualified to be employed by TCRHCC and demonstrating to the satisfaction of TCRHCC that the applicant can perform the essential functions of the job.
• Positive working relationships with others
• Ability to work under extremely tight deadlines in a fast-paced environment
• Completion of and above- satisfactory scores on all job interviews, demonstrating to the satisfaction of the interviewees and TCRHCC that the applicant can perform the essential functions of the job.
• Submission of all required employment-related documents, applications, resumes, references, and other required information free of false, misleading or incomplete information, as determined by TCRHCC.
• Knowledge in managing multiple assignments of considerable difficulty or complexity
• Successful completion of and positive results from all background and reference checks, including positive employment references from authorized representatives of past and current employers demonstrating to the satisfaction of TCRHCC a record of satisfactory performance and that the applicant can perform the essential functions of the job.
• Possession of high ethical standards and no history of complaints

MENTAL AND PHYSICAL EFFORT\

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform.

Physical

This position requires an individual of high energy who can maintain a long and flexible schedule to meet the management requirements. The physical requirements include; sitting at a desk for long periods of time, long periods of sitting in meetings; frequent sitting for intense work on a personal computer, frequent walking to interact with staff within the facility, frequent bending, kneeling, crouching, twisting, maintaining balance and reaching.. Must be able to hear, speak and comprehend over the telephone and in person with others. Must have ability to lift, push and pull up to 50lbs frequently. Sensory requirements for position include prolonged ability for far, near, and color vision, depth perception, seeing fine details, hearing normal speech, telephone use and ability to frequently hear overhead pages. Must have ability of both hand manipulation in simple and firm grasping, fine manipulation, and use of keyboard.

Mental

Uses independent judgment and analytical skills to make decisions that impact operations, finances, and customer service within the organization. The incumbent must have the ability to perform in structured and unstructured environments and possess a keen attention to detail and propose practices/mechanisms to enhance customer satisfaction. Must have ability to continually concentrate, handle a high degree of flexibility, handle multiple priorities in stressful situation, demonstrate high degree of patience, adapt to shift work, work in areas that are close in crowded, frequently cope with high levels of stress, make decisions under high pressure, work alone, and occasionally cope with anger/fear/hostility of others in a calm way and manage altercations.

Environmental

May frequently be exposed to chemical agents, extremes in temperature of humidity, occasional exposure to infectious diseases, dust, fumes, gases, hazardous or moving equipment, and loud noises.

ESSENTIAL FUNCTIONS

• Coordinates scheduling of meetings, conferences, appointments and travel logistics for CQO and Quality Division Management.
• Complete task training for all routine cleaning and decontamination processes for all surfaces contaminated by a communicable disease to ensure a high level of patient, visitor, employee and external customer satisfaction.
• Works independently on routine actions, editing for accuracy, quality and content, ensuring utmost discretion is used to protect sensitive information among all Administrative Assistants.
• Participants in project management duties; this may include gathering data from managers/supervisors. Will track project initiatives within strategic plans. Will monitor the progress of projects that affect the objectives and goals of TCRHCC.
• Performs all other duties as assigned.
• Responsible for tracking department budgets expenditures, processing invoices, payments, travel reimbursement requests.
• Keeps CQO and Quality Division Management updated of appropriate activities, meetings, and communication from Chapters.
• Interacts with and responds effectively concerning urgent requests from CQO and Quality Division Management.
• Maintains corporate records and documents in an organized system that is easily retrievable.
• Complete all donning and doffing tasks in a safe acceptable method and discard of used PPE accordingly. (see CDC website for most current updates)
• Works independently, or with minimal direction, in performing office duties in a responsible and confidential matter.
• Ensure proper PPE is always worn while on duty including but not limited to, face mask, gloves, gown, isolation gown, NIOSH-approved N95 filtering facepiece respirator or higher, if available), and eye or face shield.
• Maintains confidentiality of conversations, files, mail, facsimiles, and all other documents.
• Prepares CQO and Quality Division Management meeting agendas, contents, managing all meeting logistics and communications, assembles reports and keeping meeting minutes.
• Performs timekeeping process for CQO and Quality Division Management. Must be knowledgeable of timekeeping procedures.
• Assists in compiling statistics and data mining and organizing data for the CQO and Quality Division Management. Prepare specific reports regarding multiple projects, strategic plan, annual budget, or other reports and documents as directed.
• Provides administrative support of day-to-day activities and operations of the CQO and Quality Division Management.
• Provides administrative support at the highest level by creating and editing out-going communications such as reports, letters, memos, and proposals. Maintains complex records, files, and documents in an organized manner and consistent with the high level of administration/management.