What are the responsibilities and job description for the Executive Administrative Assistant position at Tohono O'odham Nation Healthcare?
PLEASE NOTE - This position may require temporarily relocation to other TONHC Facilities : Sells Hospital, Santa Rosa Health Center, San Simon Health Center, and San Xavier Health Center.
Position Summary :
Under limited supervision, provides administrative support in a timely manner. Works on various tasks; coordinates, oversees, and performs administrative, fiscal, and supervision activities. Serve as a primary point of the operational and administrative contact, often on complex and confidential issues.
The work is generally reviewed upon completion to ensure compliance with general organization / department goals, policies, and procedures. Major work activities are covered by procedures or guidelines permitting flexibility in selecting methods to utilize and procedures to follow, determining work priorities, and planning and coordinating projects.
Essential Duties and Responsibilities : (Depending on the area of assignment, an incumbent may not be required to perform some of the duties listed below) :
- Provide administrative support in a timely manner.
- Organize, facilitate, and follow up on meetings and other special events; prepare, distribute, and maintain the official minutes and notices of meetings; produces reports and presentations.
- Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.
- Undertakes the tasks of receiving calls, takes messages, and routes correspondence.
- Screens and handles telephone communications, greets and directs visitors, and deals with administrative problems and inquiries as appropriate.
- Develops and manages all formal records and archives.
- Oversees and participates in the coordination, supervision, and completion of special projects and events.
- Develops, maintains, and oversees the disposition of all formal records and historical archives on the work of TONHC, serves as principal resource and point of contact for all inquiries of official documents.
- Provides administrative support, includ ing managing the schedule, calendar, and making travel arrangements.
- Improves staff effectiveness by coaching, counseling, training , and recommending disciplinary action for employees; planning, delegating, monitoring, and appraising job tasks and results in a timely manner.
- Utilizes knowledge and understanding of underlying operational issues to assist in administrative problem solving, developing, and implement ing projects and programs.
- Researches information, compiles statistics, gathers and computes various data; prepares special and one- time reports, summaries, or replies to inquiries, selecting relevant data from multiple sources.
- Utilizes Microsoft software, spreadsheets, databases, and virtual systems to conduct meetings.
- Gathers and relays information and interacts with staff members, department supervisors, and managers.
- Creates, composes, and edits technical and administrative correspondence and documentation before publication and distribution; screens and evaluates incoming and outgoing mail and prepares responses appropriately.
- Prepares and coordinates the annual budget and budget modifications; maintains financial records; processes accounts payable, purchasing, and travel expense documents.
- Assists in the coordination, supervision , and completion of special projects.
- Coordinates, supervise, leads , and guides the work of support staff; participates in training evaluative sessions.
- Enhance professional growth and development through educational programs, current literature, in-service meetings, and workshops.
- Oversees the time and attendance software and ensures the timely submission of biweekly time records.
- Contributes to a team effort and performs other job-related duties as assigned.
Knowledge, Skills, and Abilities :
Minimum Qualifications :
Licenses, Certifications, Special Requirements :
Physical Demands :
W hile performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand and sit; walk; use hands to finger, handle, or feel; reach with hands and arms. The employee must occasionally lift and move up to 20 pounds.
This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.
Salary : $27 - $34