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Job Description
Executive Assistant Absentee Shawnee Tribe of Indians of Oklahoma - 3.6 Norman, OK Job Details Full-time 1 day ago Qualifications Vendor relationship building Executive administrative support Driver's License Productivity software Managing executive calendars Hospital experience Full Job Description This position is currently open. Public?:
Public Division:
Health Reports To:
Executive Director, AST-CRC Type of Position:
Regular Full Time Location:
Little Axe Health Center / 15951 Little Axe Dr. / Norman, OK 73026 General Description This position provides for varied secretarial/administrative/programmatic duties for AST-CRC Executive Director (ED). Incumbent must enable efficient a high-quality implementation of required activities to support achievement of strategic goals in support of the CRC team. Composes and types correspondence, emails, gathers and relays confidential information, gathers and interprets information to develop reports and maintain departmental files, assist in monitoring departmental budgets, screen visitors and telephone calls. Conducts administrative support for the CRC team, advisory board, and complies minutes/records departmental meetings, and other-directed meetings as required to support the AST Health System's AST-CRC mission and vision. Must be confident, well organized, and comfortable working in a fast paced environment with a high level of professionalism. Confidentiality is a fundamental characteristic, as well as exceptional written and verbal communication skills and sharp attention to details. Demonstrated ability to effectively handle problems quickly and efficiently is also essential to the executive team. Responsibilities & Duties Manage all aspects of the Executive Director's calendar including scheduling, travel, proactive reconciliation of all conflicts, advance preparation of required meeting materials including coordination with appropriate staff to ensure Executive Director is fully prepared for all meetings. Serve as liaison with staff to facilitate Executive Director's timely review of proposals, correspondence, guidance and documentation to ensure achievement of key strategic initiatives. Coordinate with appropriate offices for events, planner for advisory Board, Community, and other required meetings to include health grant program's community activities. Collaborate with staff and PR events planner for optimal coordination Serve as primary internal and external point of contact for certain vendor relationships Schedule and record meeting minutes. Organize, manage, and circulate committee meeting materials. Answer and direct all incoming phone calls. Initiate contact with other departments, such as Maintenance & Procurement on various repair and supply matters including work order tracking and follow-up. Oversee the courier services currently provided to ensure mail and other material/documents reach appropriate departments. Work with departments on various supply requisitions. Use appropriate database; maintain accurate files, and organize data. Prepare and submit all requested reports and/or documents which shall include, but not be limited to, the following: surveys, studies, budget requests, proposed budget modifications, acquisitions proposals, property management and inventories, monthly and quarterly reports, and Annual and Semi-Annual General Conference Reports. Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings. Communicate and handle incoming and outgoing electronic communications. Assist administration with preparation of presentation materials including review and summarization of miscellaneous reports and documents; prepare background documents and outgoing mail as necessary. Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner. Coordinate routine Executive Director's meetings, Compliance, Policies & Procedures. Perform other duties as assigned. Education Requirements and Qualifications Bachelor's degree required in Health Administration or Business Administration (or other field combined with related occupational health experience). Experience in lieu of Education can be considered. Experience in a medial setting required (health system, hospital, and/or other health continuum). Knowledge of healthcare industry is required. 3-5 years demonstrated executive administrative skills. Demonstrated ability to communicate effectively with peers and superiors. Be culturally sensitive to Native population and needs. Prior success in managing executive level schedules and calendars. Experience with vendor contracting and management is a plus. High level of professionalism and prior experience interacting with high level executives, including tribal, public and private. Large meeting or event planning experience strongly preferred. Knowledge, Skills and Abilities Knowledge of Medical Staff credentialing processes and procedure, corporate board governance/parliamentary procedures, and executive-level related services and support. Must have excellent computer skills and familiarity with Microsoft Office Suite. Must be able to read, understand, apply, and retain knowledge of departmental rules, regulations, and policies. Ability to operate and communicate effectively while under pressure is essential. Must be able to professionally relate and communicate effectively and efficiently with the public and professional providers. Ability to manage multiple concurrent projects and motivate professional staff. Ability to recommend and initiate program improvements and modifications to achieve mission goals. Critical thinking skills to assess and discern level of prioritization for work load. Extraordinary organizational skills and the ability to flex when necessary. Must be able to follow all instructions, written and oral. Demonstrate the ability to plan and supervise the work of others. Ability to operate in a fast-paced environment and multi-task. Prepare and present oral and written reports. Assist and provide direction to the employees as it related to personnel issues and concerns. Effective communication techniques using tact and professionalism. Knowledge and understanding of confidentiality and non-disclosure of sensitive confidential information. Must have a valid Oklahoma Driver's License. Must be able to pass a background check and drug test. Physical Requirements and Working Conditions Must be able to sit, stand, stoop, bend or kneel for long periods of time. Prolonged sitting, standing, or walking; occasional bending, squatting, kneeling, and stooping; good finger dexterity and sensory perception; frequent repetitive motions; as well as talking, hearing, and visual acuity are required. Frequent lifting (up to 15 lbs) Occasional lifting (up to 30 lbs) The Absentee Shawnee Tribe of Oklahoma (AST) is committed to Equal Employment without regard to race, religion, color, gender, national origin, age, disability, or sexual orientation. However, in accordance with the Indian Preference Act (Title 25 U.S. Code 472 and 473) preference in filling vacancies are given to qualified Indian candidates. AST will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990 and its amendments.
Native American Preference/EEO/Drug Free/Smoke Free Workplace Posted Date:
2 days 12 hours ago Tribal Preference/Native American Preference/EEO/Smoke Free/Drug Free Workplace Indian preference applies to all positions, but all resumes will be accepted. Forward Completed Absentee Shawnee Tribe applications with resume to: Absentee Shawnee Tribe Human Resources Department 2025 South Gordon Cooper Dr. Shawnee, OK 74801
