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.
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.
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.
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.
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.
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.
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.
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.