Administrative Assistant - Nursing/Medical

Job Title:                 Administrative Assistant

Job Code:               ADMINAST    

Department:              Executive 

Division:                  Administration

Salary Level:          Non-Exempt 6    

Reports To:            Senior Executive Assistant

Last Revised:         July 2021        

Primary Function

To serve as an assistant to the Executive Directors. Under administrative review, is responsible for initiating and coordinating the clerical, secretarial functions required in effective implementation of administrative policies and functions. To provide administrative support on projects involving planning, researching and coordinating activities relieving the Executive Director of clerical/administrative duties. 

Job Description

•    May be necessary to work when Administrative Leave is granted if patient care would be compromised.

•    Serves as confidential administrative and office assistant to the Director of Operations, Director of Finance, Director of Nursing, Public Relations Officer, Director of Engineering, Director of Human Resources, and Medical Director as assigned.

•    Coordinates, processes and reconciles travel for the Executive Directors and the managers/employees within those divisions, as determined by the Senior Executive Assistant and/or Executive Director.

•    May assist patients and staff with concerns and questions based on knowledge and experience. 

•    Schedules and coordinates the Executive Director’s calendar and appointments. Confirms meetings, appointments, conferences, and screens phone calls as requested. 

•    Answers all phone calls to the Executive office and screens calls for the Executive Directors. 

•    Write and distributes emails, documents, polices and official communications to all staff members as delegated.  

•    Performs typing and transcription duties for regular and special departmental meetings, conferences, committee meetings and other duties as assigned. 

•    Arranges and participates in conferences and committee meetings as assigned by the Executive Director and/or Senior Executive Assistant. 

•    Maintains agendas, minutes and attendance; secretarial support, research data, and sends reminders for upcoming meetings.

•    Manages and maintains all conference rooms and conference room calendar requests within the organization

•    Coordinates the activities of and provides professional service to the sub-committees of the Governing Board as assigned.

•    Serves as recording secretary for weekly manger meetings and other meetings of the Executive Directors as needed.

•    Serves as timekeeper for the staff of the Executive Directors as assigned. 

•    May assist in maintaining documentation of verification of current licensure, CE credits, and documentation of completion of required trainings for all licensed staff that are not credentialed through the medical staff process.

•    Assists in coordinating rotations for students of pharmacy, physical therapy, nutrition, nursing, respiratory therapy, and radiology. This duty includes coordinating contractual obligations between CIHA and the students’ university.

•    Maintains constant communication with the Executive Directors to advise of situations and remain informed of going operations

•    Coordinates obtaining signatures and approval for official business documents.  

•    Maintains spreadsheets, polices, documents and other electronic documents as assigned by the Executive Director or Senior Executive Assistant. 

•    Builds and maintains a working relationship with outside entities that may work in conjunction with the organization. 

•    Performs related duties as assigned.

Job Knowledge

•    Incumbent is responsible for facility compliance with Joint Commission standards as related to staff accreditation  

•    Must have thorough understanding and participate in the review process by the Joint Commission Standards for the Accreditation of Hospitals.

•    Possess ability to carry-out these complex standards in independent manner as they require constant attention to detail. 

•    Must have ability to work with all staff to ensure that standards are met.

•    Must have knowledge of the policies, procedures, and operational guidelines of the CIHA. 

•    Must have knowledge of general office procedures. 

•    Must have knowledge of CIHA personnel policies. 

•    Must demonstrate dependability, maturity, and judgment in performance of duties. 

•    Knowledge of modern secretarial and general office principles, practices, techniques, and Federal and State reporting requirements.

•    Must demonstrate a high level of skilled in the use of word-processing software on desk-top professional computers (e.g. Microsoft Word, Excel, Outlook, PowerPoint, and Access), operate printers, copier, and fax machines as well as other office equipment required.

•    Must have knowledge of invoicing and purchasing procedures.

•    For time keeping purposes must have knowledge of SAGE.

•    Ability to understand and execute complex oral or written instructions and to apply extensive and obscure guidelines to a wide variety of work situations.

•    Ability to establish and maintain effective working relationships with other employees, public and private officials, contractors, and the general public.

•    Must have the ability to accurately deal with difficult dictation.

•    Must have the ability to write correspondence, compile data, analyze data and make concise, accurate reports and recommendations. 

•    Must have the ability to organize work, deal effectively with the public, communicate effectively both verbally and in writing, follow instructions and work as a member of a group or independently. 

•    Knowledge of Cherokee culture and tribal operations is required.

•    Ability to take directions and carry out orders effectively with minimal or no supervision. 

•    Must be able to adapt in stressful situations when dealing with disgruntled patients.

Education/Experience

•    An Associate Degree in Business or a Health related field is required as well as a minimum of three years’ experience in a professional office setting.  The equivalent combination of education, related experience and training may be considered in lieu of formal education. 

•    Business/Secretarial and computer classes are required to provide skills essential to perform job duties with three years’ work experience. 

•    Position will require 1 year to become proficient in most phases of the job. 

•    Must possess a valid state driver’s license.

Contact with Others

This position is highly visible and requires discretion, initiative, and sound judgement. Has frequent contact with Executive Directors, program directors and personnel, general public, and Governing Board. Contact involves dealing with superiors, employees and general public, contractors, facility and maintenance vendors, Federal, State, Tribal agents, CIHA and IHS regarding explanations, discussions, procedures and obtaining approval. Contact requires a high degree of tact, courtesy, and business etiquette to maintain positive working relationships.

Confidential Data

Works with and/or has access to highly confidential Division files, memos, contract proposals, personnel and payroll information of which would be considered confidential and should not be disclosed. Must adhere to all CIHA confidentiality policies and procedures, as well as the Privacy Act of 1974 and HIPAA.

Responsibility for Accuracy

Data entry requires a high degree of accuracy. Work effects the accuracy and reliability of further processes, time schedules, staff time, and public relations. Most errors can be detected with proofing procedures. Errors may also have adverse effects on internal and outside relationships.

Follows well define procedures and guidelines in job duties with minimal or no supervision. Must communicate and respond appropriately to various situations. Judgment and initiative are required to maintain accuracy, efficiency, and to prioritize work and meet deadlines. 

Mental/Visual/Physical

Close concentration and attention to detail are required while performing most duties of the job. Is subject to frequent interruptions, both by phone and in person, which require varied responses with each contact. The duties of this job routinely require standing, walking, and sitting, kneeling, crouching, reaching, seeing, speaking, and hearing. May occasionally move more than 10 pounds.

Resourcefulness & Initiative

Works under the general direction of the Executive Director and the Senior Administrative Assistant and uses independent judgment to achieve objectives. Follows well defined office and CIHA procedures and guidelines. Uses judgment and initiative is required to maintain accuracy, establish work priorities, and meet schedule time frames. May initiate projects without direction and/or direct supervision.

Environment

Works in normal business office environment with occasional visits to program sites while performing job duties. May involve contacts with patients in both well and illness status.

Customer Service

Consistently demonstrates superior customer service skills to patients/customers by demonstrating characteristics that align with CIHA’s guiding principles and core values. Ensure excellent customer service is provided to all patients/customers by seeking out opportunities to be of service.