Administrative Assistant - Clinical Administration Services

Job description

Navajo Preference Employment Act
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.
Overview
POSITION SUMMARY
This position provides professional administrative support for the Chief Medical Officer (CMO) and/or designee of Clinical Services and reporting departments. Responsibilities include but are not all inclusive to assisting the CMO with special and ongoing projects to ensure that goals and objectives are being met to achieve maximum efficient outcomes, answering routine and non-routine correspondence with internal contacts of the organization, assembling highly confidential and sensitive information and dealing with a diverse group of important external callers and visitors. Additionally, this position will provide high level administrative support to include word processing, filing, financial record keeping, excel, coordination of meetings, meeting minutes and conferences, obtaining supplies, direct mailings, hospital verifications for providers, verifying and tracking provider expirable certifications, and all other assigned clerical responsibilities.
Qualifications
NECESSARY QUALIFICATIONS
Education:
High School Diploma or GED
Experience:
Must have a minimum of two (2) years working in a fast-paced office environment with demonstrated ability to manage and prioritize multiple tasks and demands while meeting deadlines.
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:
• Positive working relationships with others and excellent customer service skills
• Demonstrated ability in working with people from all levels of discipline
• Possession of high ethical standards and no history of complaints
• Reliable and dependable; reports to work as scheduled without excessive absences
• Highly energetic with the ability to work in a fast-paced environment
• Excellent communication, both written and verbal
• Proven ability to work on multiple projects simultaneously and multi-task as necessary
• Advanced working knowledge of Microsoft Office (Word, Excel, PowerPoint, Access)
• 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
• 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
• 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.

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 the essential functions.
Physical:
Work is mostly sedentary sitting at a desk on a computer for prolonged periods of time. Incumbent must be able to frequently walk. Incumbent must have the Hand Manipulation ability with simple grasping; firm grasping; fine manipulation; and use of keyboards for prolonged periods of time. There will occasionally be times when the Incumbent will need to stand, drive, bend, climb, kneel, crouch, twist, maintain balance, and reach. The work may require the ability to carry items such as books, papers, and related documents or files which may weigh no more than 10-24 pounds and very rarely over 25 pounds. Sensory requirements required for prolonged use is the ability for far vision; near vision; color vision; depth perception; seeing fine details; hearing norm speech; and telephone use. Incumbent must have the ability to hear overhead pages over a loudspeaker when occasionally announced. There may be exposed to infectious disease and other environmental hazards rarely to occasionally periods of time.
Mental:
Incumbent must be able to prioritize and use good judgment. Must be able to coordinate a variety of issues with intermittent interruptions. Incumbent must have the ability to concentrate; handle a high degree of flexibility; work alone; and, adapt to shift work for prolonged worked days. Incumbent must also be able to frequently cope with high level of stress; make decisions under high pressure; handle multiple priorities in stressful situations; and demonstrate a high degree of patience. Occasionally the Incumbent may need the ability to cope with anger/ fear/ hostility of others in a calm way; manage altercations; and work in areas that are close and crowded.
Responsibilities
ESSENTIAL FUNCTIONS
• Demonstrates a pleasant, professional demeanor while greeting and addressing employees and visitors. Aids employees and visitors by answering questions in a knowledgeable manner and providing appropriate forms to meet the objective(s) of the inquiry. Answers multi-line phone calls and re-directs appropriately. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other associated departments to cover phones as necessary.
• Works independently and/or within a team on special nonrecurring and recurring projects at the request of the Chief Medical Officer, or designee. Understands (if need, clarifies) and carries out his/her role as a team member to complete projects or meet the objective of the office, department, and organization.
• Schedules and organizes complex activities such as meetings, taking minutes, travel, educational training, conferences, and time keeping activities. Account management for travel, training expense reports.
• Assists with onboarding and organizing volunteer workforce for the medical staff administrative office.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes, responsible for accuracy and clarity of final copy.
• Establishes, develops, maintains and updates filing system for the Clinical Services Department. Keeps highly organized electronic and hard copy records and files for future and historical reference. Retrieves information as needed.
• Possess the skills and knowledge of creating spread sheets for tracking financial, clinical and personnel data, etc. Assists in preparing executive level reports and visual presentations to achieve credibility through professional presentation and excellence in communication for TCRHCC Board of Directors, Tribal, Community correspondences, outside business groups, etc.
• Possesses the ability to be flexible and coachable in learning new processes, adjusting to change which includes taking direction from department staff. Will uphold the missions and vision of TCRHCC and abide by its policies and procedures.
• 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.
• Complete all donning and doffing tasks in a safe acceptable method and discard of used PPE accordingly. (see CDC website for most current updates)
• 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.
• Takes on other duties as assigned in the Administrative Assistant Scope of Work.