Executive Assistant - Ancillary

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

The Executive Assistant provides high-level administrative and organizational support to the Chief Ancillary Officer, managing schedules, communications, travel, and strategic projects to ensure smooth operations. Ensures daily operations and activities are addressed through effective communication and organization. This position requires a high level of independence and excellent judgement and interpersonal skills to work with all levels of the organization.

Qualifications

NECESSARY QUALIFICATIONS

Education

• Associated Degree in business administration or a healthcare related field.

Experience

• Must have 2 years of experience as an assistant, secretary or office manager in a structured business or health care setting.

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
• Possession of high ethical standards and no history of complaints
• Reliable and dependable; reports to work as scheduled without excessive absences.
• Demonstrate history of handling confidential personnel information in work environment
• Possess and demonstrate excellent communication and interpersonal skills in prior work environment
• Must be proficient with Microsoft Office
• Have considerable knowledge in managing multiple assignments of considerable complexity.
• Completion of and above-satisfactory scores on all job interviews, demonstrating to the satisfaction of the interviewees and TCRHCC that the applicant can perform the essential functions of the job
• 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

This position requires an individual with high energy who can maintain a long and flexible schedule to meet the management requirements. The physical requirements include; sitting at a desk for long periods of time, long periods of sitting in meetings; frequent sitting for intense work on a personal computer, frequent walking to interact with staff within the facility, frequent bending, kneeling, crouching, twisting, maintaining balance and reaching. Must be able to hear, speak and comprehend over the telephone and in person with others. Must have the ability to lift, push and pull up to 50lbs frequently. Sensory requirements for position include prolonged ability for far, near, and color vision, depth perception, seeing fine details, hearing normal speech, telephone use and ability to frequently hear overhead pages. Must have ability of both hand manipulation in simple and firm grasping, fine manipulation, and use of keyboard.

Mental

Uses independent judgment and analytical skills to make decisions that impact operations, finances, and customer service within the organization. The incumbent must have the ability to perform in structured and unstructured environments and possess keen attention to detail and propose practices/mechanisms to enhance customer satisfaction. Must have ability to continually concentrate, handle a high degree of flexibility, handle multiple priorities in stressful situation, demonstrate high degree of patience, adapt to shift work, frequently cope with high levels of stress, make decisions under high pressure, work alone, and occasionally cope with anger/fear/hostility of others in a calm way and on occasion manage altercations.

Environmental

The incumbent may frequently be exposed to extremes in temperature or humidity. On occasion will be exposed to infectious diseases, chemical agents, dust, fumes, gases, hazardous or moving equipment, unprotected heights and/or loud noises.

Responsibilities

ESSENTIAL FUNCTIONS

• Works independently, or with minimal direction, in performing office duties in a responsible and confidential matter.
• Manage, develop, and maintain corporate records and documents in an organized hardcopy and electronic system in which documents are easily retrievable.
• Assists the Recruiter and other Human Resource staff relating to contractors and hiring staff This includes document development, communications, supply order, and scheduling interviews.
• Possesses the ability to be flexible and coachable in learning new processes, adjusting to change which includes taking direction from the Chief Ancillary Officer. Will uphold the missions and vision of TCRHCC and abide by its policies and procedures.
• Coordinates the scheduling of meetings, conferences, appointments and travel logistics for the Chief Ancillary Officer and ancillary leadership by preparing meeting agendas, contents, managing meeting logistics and communications, assembling reports and, when directed, recording meeting minutes.
• Interacts with and responds effectively concerning urgent requests from Chief Ancillary Officer and Ancillary Leadership.
• Responsible for tracking department budgets and expenditures and processing invoices, payments, and travel requests.
• Participates in project management duties as assigned by the Chief Ancillary Officer including collecting information from managers/supervisors. Tracks projects and monitors the progress of projects that affect the strategic initiatives and goals involving the Ancillary departments.
• Provides executive support at the highest level by creating and editing outgoing communications such as reports, letters, memos, and proposals. Manage, develop, and maintain corporate records and documents in an organized hardcopy and electronic system in which documents are easily retrievable.
• Establishes, maintains and manage Ancillary Division personnel folders e.g. applications, evaluation forms, position descriptions, commitment letters, licensure, etc.
• Knowledge and assist in budget management of specific division accounts. Retrieves quotes and orders furniture, equipment, and supplies for nursing division projects.
• Coordinates and ensures verification of required credentials is followed by hospital policy .
• Handles requests for information and coordinates the resolution of matters by referring inquiries to appropriate staff members and other offices, as appropriate.
• Performs timekeeping and scheduling for department staff in accordance with timekeeping procedures.
• Assists in the compiling of statistics and organizing data for specific reports required by tribal and accreditation entities. (JCAHO)
• Provides information to supervisors on the Performance Appraisal System (PAS). Initiate and ensures the timeframe is followed for PAS start and completion submission.
• Has oversight and supervisory responsibility of other administrative assistants in delegation of work, review quality of their work, give input into performance evaluation and coordinating time/attendance approval in collaboration with Ancillary Administrators.
• Ensure proper PPE is worn at all times 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.
• Performs all other duties as assigned.

ESSENTIAL FUNCTIONS

• Works independently, or with minimal direction, in performing office duties in a responsible and confidential matter.
• Manage, develop, and maintain corporate records and documents in an organized hardcopy and electronic system in which documents are easily retrievable.
• Assists the Recruiter and other Human Resource staff relating to contractors and hiring staff This includes document development, communications, supply order, and scheduling interviews.
• Possesses the ability to be flexible and coachable in learning new processes, adjusting to change which includes taking direction from the Chief Ancillary Officer. Will uphold the missions and vision of TCRHCC and abide by its policies and procedures.
• Coordinates the scheduling of meetings, conferences, appointments and travel logistics for the Chief Ancillary Officer and ancillary leadership by preparing meeting agendas, contents, managing meeting logistics and communications, assembling reports and, when directed, recording meeting minutes.
• Interacts with and responds effectively concerning urgent requests from Chief Ancillary Officer and Ancillary Leadership.
• Responsible for tracking department budgets and expenditures and processing invoices, payments, and travel requests.
• Participates in project management duties as assigned by the Chief Ancillary Officer including collecting information from managers/supervisors. Tracks projects and monitors the progress of projects that affect the strategic initiatives and goals involving the Ancillary departments.
• Provides executive support at the highest level by creating and editing outgoing communications such as reports, letters, memos, and proposals. Manage, develop, and maintain corporate records and documents in an organized hardcopy and electronic system in which documents are easily retrievable.
• Establishes, maintains and manage Ancillary Division personnel folders e.g. applications, evaluation forms, position descriptions, commitment letters, licensure, etc.
• Knowledge and assist in budget management of specific division accounts. Retrieves quotes and orders furniture, equipment, and supplies for nursing division projects.
• Coordinates and ensures verification of required credentials is followed by hospital policy .
• Handles requests for information and coordinates the resolution of matters by referring inquiries to appropriate staff members and other offices, as appropriate.
• Performs timekeeping and scheduling for department staff in accordance with timekeeping procedures.
• Assists in the compiling of statistics and organizing data for specific reports required by tribal and accreditation entities. (JCAHO)
• Provides information to supervisors on the Performance Appraisal System (PAS). Initiate and ensures the timeframe is followed for PAS start and completion submission.
• Has oversight and supervisory responsibility of other administrative assistants in delegation of work, review quality of their work, give input into performance evaluation and coordinating time/attendance approval in collaboration with Ancillary Administrators.
• Ensure proper PPE is worn at all times 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.
• Performs all other duties as assigned.

NECESSARY QUALIFICATIONS

Education

• Associated Degree in business administration or a healthcare related field.

Experience

• Must have 2 years of experience as an assistant, secretary or office manager in a structured business or health care setting.

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
• Possession of high ethical standards and no history of complaints
• Reliable and dependable; reports to work as scheduled without excessive absences.
• Demonstrate history of handling confidential personnel information in work environment
• Possess and demonstrate excellent communication and interpersonal skills in prior work environment
• Must be proficient with Microsoft Office
• Have considerable knowledge in managing multiple assignments of considerable complexity.
• Completion of and above-satisfactory scores on all job interviews, demonstrating to the satisfaction of the interviewees and TCRHCC that the applicant can perform the essential functions of the job
• 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

This position requires an individual with high energy who can maintain a long and flexible schedule to meet the management requirements. The physical requirements include; sitting at a desk for long periods of time, long periods of sitting in meetings; frequent sitting for intense work on a personal computer, frequent walking to interact with staff within the facility, frequent bending, kneeling, crouching, twisting, maintaining balance and reaching. Must be able to hear, speak and comprehend over the telephone and in person with others. Must have the ability to lift, push and pull up to 50lbs frequently. Sensory requirements for position include prolonged ability for far, near, and color vision, depth perception, seeing fine details, hearing normal speech, telephone use and ability to frequently hear overhead pages. Must have ability of both hand manipulation in simple and firm grasping, fine manipulation, and use of keyboard.

Mental

Uses independent judgment and analytical skills to make decisions that impact operations, finances, and customer service within the organization. The incumbent must have the ability to perform in structured and unstructured environments and possess keen attention to detail and propose practices/mechanisms to enhance customer satisfaction. Must have ability to continually concentrate, handle a high degree of flexibility, handle multiple priorities in stressful situation, demonstrate high degree of patience, adapt to shift work, frequently cope with high levels of stress, make decisions under high pressure, work alone, and occasionally cope with anger/fear/hostility of others in a calm way and on occasion manage altercations.

Environmental

The incumbent may frequently be exposed to extremes in temperature or humidity. On occasion will be exposed to infectious diseases, chemical agents, dust, fumes, gases, hazardous or moving equipment, unprotected heights and/or loud noises.