SVT Health & Wellness Administrative Assistant

Job Title:                      SVTHW Administrative Assistant

Department:                  SVT Health and Wellness

Supervisor:                   Health Center Director

Supervises:                   N/A

Location:                       Homer

FLSA Status:                Non-Exempt

Classification:                Full-Time

Position Overview

Responsible for assuming tasks and projects that support the efficient operation of SVT Health and Wellness (SVTHW). Preforms a wide range of administrative and office support activities for managers and employees. Functions as an effective team member to complete delegated projects.  

Duties and Responsibilities

1. Administrative Tasks
2. General clerical duties (photocopying, fax and mailing).
3. Maintain electronic and hard copy filing systems.
4. Handle requests for information and data.
5. Resolve administrative problems and inquires.
6. Prepare written responses to routine inquires.
7. Prepare and modify documents including correspondence, reports, drafts, memos and emails.
8. Schedule and coordinate meetings, appointments and travel arrangements.
9. Prepare agendas for meetings and prepare schedules.
10. Record, compile, transcribe and distribute minutes of meetings.
11. Open, sort and distribute incoming and outgoing mail.
12. Coordinate maintenance of office equipment.

1. Specific Administrative Support
   1. Gather and organize data, files and materials to complete reports for the Seldovia Tribal Council, granting agency site visits, and other entities as assigned. 
   2. Create and maintain clinic administrative files (paper and digital).
   3. Form(s) Management, including creation, maintenance, publishing and tracking all administrative and clinical forms within the MCN program.
   4. Create and maintain master list and files for Memorandums of Agreement, and Memorandums of Understanding. Track expiration dates and notify SVTHW Director of renewals needed.
   5. Meeting preparation to include:
      1. Maintain and communicate monthly meeting schedules.
      2. Schedule meetings via Zoom and appropriate conference rooms.

• Agenda development (tracking action items) and dissemination.

1. Room set-up (tables, chairs, videoconferencing equipment, etc.)
2. Coordinating refreshments (as requested).
3. Recording, transcribing and disseminating meeting minutes.

1. Assist the RN Supervisor with the Employee Health program, including but not limited to file maintenance, policy & procedure development/implementation, infection control program updates.
2. Monitor and coordinate Basic Life Saving (BLS) certifications for employees through American Heart Association in compliance with the Mandatory Education policy.
3. Coordinate travel arrangements for locum tenens, on-site interviewees and other individuals as requested. Act as liaison between leased apartment owner and SVTHW, including tracking occupants, cleaning schedule and updating Outlook calendar. In coordination with the Facilities Manager, track the usage of SVT vehicle, including updating Outlook calendar.
4. Coordinate travel arrangements for locum tenens, on-site interviewees and other individuals as requested. Act as liaison between leased apartment owner and SVTHW, including tracking occupants, cleaning schedule and updating Outlook calendar. In coordination with the Facilities Manager, track the usage of SVT vehicle, including updating Outlook calendar.

1. Other:
   1. Follow federal, state and local legal guidelines to include but not limited to HIPAA, CLIA, OSHA, and ICWA.  
   2. Maintain strict confidentiality for all SVT employees, patient/partners and their families, SVTHW and SVT business and financial information.  
   3. Perform other duties as assigned.  

Required Qualifications

Associate’s Degree, preferred. Will accept work experience equivalent

1 years similar experience required

aPHR (Associate Professional in Human Resources) certification a plus.

Preferred Qualifications

Excellent written and verbal communication skills

Problem assessment and problem solving

Excellent skills in planning, prioritizing, organization, accuracy, and detail-orientation are required to be successful in this position.

Customer service orientation

Travel Requirements

Travel between Homer, Seldovia, and Anchor Point by plane, car, or boat required.

Employment Requirements

Background check

FBI fingerprinting

Preemployment drug-testing

Employee Health Requirements

Work Environment

Seldovia Village Tribe is a drug-free, alcohol-free, and tobacco-free work environment. 

An individual in this position may be exposed to communicable diseases or hazards common to a healthcare setting, including but not limited to needle stick wounds, chemicals, and tuberculosis.

Physical Requirements

Stand

Walk

Sit

Climb

Squat or Kneel

Bend

Speak

Grasp

Manually Manipulate

Reach Outward/Above

Lift/Carry: 50 lbs or less

Push/Pull: 50 lbs or less