POSITION SUMMARY
Under the direct supervision of the CMO and COO this position provides high-level administrative and organizational support to the CMO and COO. This role ensures the smooth and efficient operation of the CMO/COO office, supporting clinical and operational leadership initiatives, project management, communication and coordination across departments. Coordinates the workflow to ensure coverage and efficient, timely achievement of deadlines. Performs duties such as scheduling, recordkeeping, coordination of meetings, tracking of credentialing and privileging, document preparation, and working on special projects. Independent judgment is required to plan, prioritize and organize diversified workload. The Executive Assistant is expected to maintain confidentiality, demonstrate cultural sensitivity and contribute to the health center’s mission of providing quality, culturally appropriate healthcare.
ESSENTIAL FUNCTIONS
1. Manage executive calendars, appointments, and travel arrangements, ensuring efficient time management. Manage the efficient scheduling of providers or other staff.
2. Prepare and edit correspondence, presentations, reports, brochures, marketing and meeting materials related to medical and operational functions. Develop/maintain complex spreadsheets and other technical documents.
3. Recommend and implement administrative workflows and processes to ensure the efficient operation of administrative support functions
4. Maintain financial records and prepare budget reports; order supplies/materials and submits purchase orders for approval.
5. Serve as a liaison between executive and internal departments, tribal leadership, healthcare staff, and external partners.
6. Coordinate logistics and materials for the monthly All Staff meeting as well as meetings of the Medical Staff, Medical Executive Committee, Pharmacy & Therapeutics Committee, Quality Improvement Committees, and Board, and Tribal Council presentations.
7. Track clinical/operational projects, initiatives, and deadlines, providing administrative follow-up and progress reports.
8. Assist in managing confidential medical and personnel information in compliance with HIPAA, LHC, and tribal policies.
9. Support recruitment, credentialing, and provider enrollment processes for medical providers and other clinical staff, including coordination with revenue cycle, HR, credentialing organizations, and accrediting bodies.
10. Maintain filing systems, records, and documentation related to provider performance, clinical policies, and regulatory compliance.
11. Work independently and within a team as assigned on ongoing and special projects, including data gathering, research, and event coordination. Coordinate the collection and assimilation of complex data to support multiple contracts, compliance requirements and other regulatory requests which may include planning and coordinating multiple presentations, interfacing with vendors and/or other external contacts, disseminating information and coordinating direct mailings.
12. Act as a liaison with other departments and outside contacts, including high-level contacts such as Board Members and other leadership staff.
13. Participate in staff meetings and other meetings as required; take and prepare minutes as requested.
14. Perform other related duties as required and assigned.
PERFORMANCE EXPECTATIONS
In performance of their respective tasks and duties, an employee of Laguna Healthcare Corporation is expected to conform to the following:
1. Uphold all principles of confidentiality and patient care to the fullest extent.
2. Adhere to all professional and ethical behavior standards of the healthcare industry.
3. Maintain all licensures and certifications required of position.
4. Interact in an honest, trustworthy and respectful manner with patients, employees, visitors and vendors.
5. Participate in Board of Director meetings, departmental staff meetings, quality management activities and educational programs as required.
6. Comply with Laguna Healthcare Corporation policies and procedures.
7. Maintain a current insurable driver’s license.
MINIMUM MANDATORY QUALIFICATIONS
Experience: Four (4) years of experience in executive level administrative support, preferably in a healthcare or tribal government setting. Experience working with Native American communities and a strong understanding of tribal sovereignty and tribal government.
Education: Associate Degree in business administration, healthcare administration or related field. Bachelor's Degree preferred.
License/Certification: Must possess or obtain Executive Assistant certification within one (1) year of employment.
Mandatory Knowledge, Skills, Abilities and Other Qualifications: To perform this job successfully, an individual must be able to perform each responsibility satisfactorily. These requirements are representative, but not all-inclusive, of the knowledge, skill, and ability required for this position.
1. Organizational and Planning Skills
2. Excellent written and verbal communication skills and the ability to handle sensitive and confidential situations and documentation.
3. Judgment and decision-making ability
4. Initiative
5. Solid analytical and problem-solving skills
6. High attention to detail and accuracy
7. Able to prioritize effectively and meet strict deadlines while managing multiple, competing tasks in a fast-paced organization.
8. Strong team player able to form functional work relationships with peers and superiors.
9. Knowledge of Microsoft Office Suite; Microsoft Word; Microsoft Excel; Microsoft Powerpoint; Microsoft Outlook; Microsoft Teams; Adobe Acrobat; design software; internet software; and electronic database systems.
10. Basic operation of a workstation ( knowledge of basic functions and components).
11. Computer-related problem-solving skills through the use of available trainings and help desk.
12. Knowledge of and understanding of HIPAA and the Privacy Act.
13. Ability to function independently at times and the ability to be self- directed.
14. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
WORK ENVIRONMENT
Work environment: The work environment characteristics described here are representative to those an employee encounters while performing the primary functions of this job. Normal office conditions exist, and the noise level in the work environment can vary from low to moderate. Limited overnight travel may be required from time to time and occasional travel for offsite meetings. May require flexible hours to accommodate clinical leadership schedules. This position may be exposed to certain health risks that are inherent when working within a health center facility, such as potential exposure to hazardous chemicals, sharps and infectious body fluids. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical demands: The physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee may be required to frequently stand, walk, sit, bend, twist, talk, hear and perform repetitive motions. There may be prolonged periods of sitting, keyboarding, reading, as well as driving or riding in transport vehicles. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include reading, distance, computer, and color vision. Talking and hearing are essential to communicate with patients, vendors and staff. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Operation of a motor vehicle required to travel between LHC facilities and perform other assigned off-site tasks.
Mental demands: There are a number of deadlines associated with this position. The employee must be able to handle frequent interruptions and must also multi-task and interact with a wider variety of people on various and, at times, complicated issues.
TRIBAL PREFERENCE
The Laguna Healthcare Corporation has implemented Tribal Preference in Employment Policy. Pursuant to this Policy, applicants who possess the knowledge, skills, and abilities required by this position, and who are enrolled members of the Pueblo of Laguna will be given primary preference in hiring and employment for this position. Members of other Federally recognized Indian Tribes will be given secondary preference for hiring and employment after providing proof of Tribal membership. Tribal and Indian preference is integrated into the interview and scoring process for candidates for job positions.
OTHER
Confidentiality: All employees must uphold all principles of confidentiality to the fullest extent. This position will have access to sensitive information and a breach of these principles will be grounds for immediate termination.
Background Investigation: This position may be subject to a criminal history background check, a suitability background check and/or a Fair Credit Reporting Act (FCRA) check. In addition, some positions are subject to a more extensive background check to ensure compliance with Public Law 101-630 Indian Child Protection and Family Violence Prevention Act. Candidates must be able to successfully pass all required background checks to qualify for this position. A record of satisfactory performance in all prior and current employment as evidenced by positive employment references from previous and current employers is also required.
Drug Screening: All applicants must successfully pass a pre-employment drug screening prior to beginning employment and will be subject to random drug testing.
Disclaimer: The information on this position description has been designed to indicate the general nature and level of work performance by employees in this position. It is not designed to contain, or be interpreted as, a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. Employees will be asked to perform other duties as needed.