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Health Executive Administrative Assistant

Kodiak Area Native Association
Kodiak

Job Description

Provides high-level administrative support to the Health Division in developing correspondence, reports, and other documents; managing schedules; coordinating meetings; and arranging travel for assigned staff.

Health Executive Administrative Assistant

Full-time / eligible for full fringe benefits

Located in Kodiak, Alaska

Summary Provides high-level administrative support to the Health Division in developing correspondence, reports, and other documents; managing schedules; coordinating meetings; and arranging travel for assigned staff.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Establish effective interpersonal relationships with staff, management, customers, and visitors. Greet clients and visitors in a courteous and helpful manner. Answer phones, take messages, direct calls, and screen for customer needs.

Manage assigned department director/managers calendars and independently schedule appointments.

Compose and prepare confidential correspondence, reports, and other complex documents; independently compose routine correspondence not requiring supervisor's attention.

Create provider clinic schedules following set guidelines; ensuring adequate resources are available; input and maintain electronic provider clinic schedules and templates into Electronic Health Systems.

Arrange complex and detailed travel for Health Division staff as assigned, in accordance with established procedures. Generate and track internal paperwork to initiate travel request, compile documents and communicate with travelers, staff, and agencies to secure transportation, lodging, and other required services. Provide travelers with itineraries, confirmation codes, and information necessary for travel.

Coordinate Health Division community events as assigned. Prepare and distribute agendas and materials in advance; secure meeting space and required equipment; prepare meeting space including refreshments and IT equipment prior to meetings; ensure meeting space is in order at the conclusion of event.

Assist with department special projects as assigned, such as QI projects, mail outs, surveys, flyers, announcements, etc.

Work with the department managers and Communication Coordinator to develop and distribute information about KANA services specialty clinics, and provider village travel.

With direction and as assigned, assist in the preparation of protected health information and other documents that have been approved for release, in accordance with privacy laws, regulations and policy.

Assist in updating policies and procedures, and preparing training materials for health division staff. Participate in department meetings; prepare and distribute agendas and materials in advance; secure meeting space and required equipment; record and transcribe meeting minutes.

Manage the reconciliation of department purchase cards in an accurate and timely manner. Edit and approve timecards for employees of the Health Division as assigned.

Serve as back up for other customer service positions as needed.

Supervisory Responsibilities: This job has no supervisory responsibilities.

Minimum Qualifications:

Associate's degree (A. A.) or equivalent from two-year College or technical school and 3 years related experience and/or training; or equivalent combination of education and experience.

Excellent customer service and problem solving skills.

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write varying types of correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Knowledge of Database, Internet, Word Processing and Spreadsheet software. Ability to learn proprietary software. Ability to create a variety of reports as requested.

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Employment Type

Full time

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