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Job Description
Under general supervision of the Director of Nutrition & Dietetics, performs a variety of administrative and support clerical duties and tasks associated with supporting a department. Assures that all clerical and administrative support work is coordinated and accurately completed. Upholds the principles of WIHCC's Vision, Mission, and Value Statements. Maintains confidentiality of all privileged information at all times. This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.
Essential Duties & Responsibilities:
Maintains regular attendance and punctuality. Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette. Types and prepares various correspondences, reports, manuals, tables, meeting minutes for department meetings. Reviews, coordinates and prepares outgoing correspondence and reports ensuring accuracy and timeliness. Screens calls and visitors for the department, referring to appropriate staff as needed. Compiles, organizes and tracks program data which may include statistical information in support of the organization's program operations. Enters information into a variety of automated tracking systems and maintains program specific data to track items such as project milestones, progress reports, funding and expenditure data. Schedules appointments, coordinates meetings, and schedules conferences. Assists in directing patients to appropriate staff, clearing queries and managing their nutrition-related appointments. Conducts nutrition-related reminder calls. Assists Registered Dietitian and nurses with preparing clinic list. Ensures staff monthly schedules and program calendars are complete. Orders, processes or tracks work orders. Maintains files, including database management and filing. Establishes and maintains an effective filing and retrieval system. Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair. Assists in the preparation of purchase orders and contracts. Reviews and prepares authorization for payment of invoices and timely follow through to appropriate departments, such as Finance and CEO as needed. Competently navigates and utilizes financial system of institution for monitoring of the Department's budget and enters purchase orders accurately. Reviews and maintains appointment calendar. Coordinates meetings including room reservations, participant notifications and confirmations. Schedules appointments and makes arrangements for conferences without prior clearance, assembles background materials for supervisor and prepares reports of the proceedings. Accurately prepares appropriate travel arrangements for Director and assists staff members for travel and training issues related to official business. Requires completion of tasks or duties assigned by a supervisor. Upholds all principles of confidentiality and patient care to the fullest extent. Adheres to all professional and ethical behavior standards of the healthcare industry. Adheres to WIHCCs Personnel Policies and Procedures, departmental policies, rules, and regulations. Interacts in an honest, trustworthy and dependable manner with patients, employees, visitors, and vendors. Possesses cultural awareness and sensitivity. Maintains compliance with all Human Resources requirements. Performs other duties as assigned.
Minimum Qualifications:
Associates Degree in Business or related field or 60 college credit hours and two years of Secretarial or Administrative Assistant experience required. Experience with Oracle Financial and RPMS systems preferred. Food Handler's card must be obtained within 3 months of hire. Bilingual skills in English and Navajo language preferred. Must maintain a valid unrestricted and insurable driver's license. Must successfully pass a background investigation and maintain suitable requirements for a Child Care position. This position is considered as a Child Care position, which requires a satisfactory background check investigation and is subject to the requirements of the Indian Child Protection and Family Violence Prevention Act, as amended (henceforth referred as the ICPFVP Act). Knowledge, Skills, Ability Knowledge of strong work ethics in the workplace. Knowledge of basic application of confidentiality. Knowledge of duties and responsibilities of the position. Knowledge of basic computer skills, e.g. Outlook, Word, Excel, PowerPoint. Knowledge of Microsoft Professional Office applications, in addition to new applications/ software as acquired. Ability to be dependable in attendance and job performance. Ability to meet attendance, overtime (if necessary), and other reliability requirements of the job. Ability to accept and learn from feedback. Ability to effectively communicate both in written and verbal. Ability to provide exemplary customer service at all times. Ability to interact positively with others and possess great interpersonal skills. Ability to multitask and perform well under pressure. Ability to have self-confidence. Ability to be a great team player. Ability to accept and learn from supervisor/peer critique. Ability to be flexible and adaptable to the changing needs of the organization. Ability to work under the pressure, multitask and meet constant deadlines while maintaining an attention to detail and accuracy.
Physical Demands:
While performing the essential functions of this position, the employee is regularly required to walk, sit, use hands and fingers, handle, or feel objects and equipment, reach with hands and arms, and communicate effectively by talking and hearing. The employee frequently must stand, climb, balance, stoop, kneel, crouch, or crawl and may occasionally use taste or smell. The employee must occasionally lift and/or move objects weighing up to 50 pounds.
Work Environment:
Work is performed in an office setting or outdoor work environment with moderate noise levels. Work environment may involve exposure to physical risks, such as blood borne pathogens, hazardous chemicals, or operating potential dangerous equipment, and requires adherence to all safety protocols. Required work schedules may include evening, weekend, overnight shifts, extended hours, or irregular schedules as operational needs dictate. As required by P.L. 93-638, absolute preference will be given to qualified Navajo applicants. If there is no qualified Navajo applicant, preference will be given to qualified American Indian applicants.
