TTC ADMINISTRATIVE ASSISTANT

Description

SIHB Core Competencies

Core Competencies are foundational commitments and skills that all SIHB staff are expected to develop. These competencies define common measures for performance that are applied to every role in the organization.

• Commitment to Indigenous and Organizational Values: Everything we do at SIHB is centered on Traditional Indian Medicine. It is our responsibility to maintain cultural integrity in all that we do.
• Accountability: All employees of SIHB effectively manage their own work and the work of their teams. We take ownership of our actions and decisions. We all strive to deliver the highest quality work and care, while respecting our teammates and relatives.
• Collaboration: SIHB is a team-oriented organization. As team members, we share the responsibility of working toward a common purpose. We collaborate with our colleagues across the organization to deliver the highest quality of care and results in alignment with our mission, vision, values and Theory of Change.
• Communication: We practice effective and clear communication with staff, relatives, teams and community. We demonstrate empathy among each other and with those we serve, and transparency in our decision making.
• Customer Service Orientation: All employees of SIHB recognize the needs of the diverse community we serve. We put the needs of our relatives first by delivering the highest quality, professional, responsive, and innovative care. Our relatives come first and deserve the best.

Position Summary: The Administrative Assistant provides high-level administrative and operational support to the Residential Operations Director overseeing residential substance use treatment programs. This role is essential in ensuring smooth coordination of daily operations, documentation, communication, scheduling, and compliance-related tasks. The Administrative Assistant helps maintain organization and efficiency across residential programs that are mission-driven, trauma-informed, and culturally responsive, supporting high-quality care for residents and their families.

Organizational Structure/Reporting Relationships: This position is a part of the operations team, reporting to the Residential Operations Director. This position has no direct reports.

Organizational Responsibilities

• Hold Indigenous values and practices with respect and integrity
• Hold yourself accountable to the highest standard by being resourceful, innovative, creative and solutions-oriented
• Actively participate in organizational activities with the understanding that success is achieved through teamwork.
• Recognize that communication is central to the organization's success and actively champion your words and actions to maintain respect for others, encourage constructive feedback, be open to share laughter and acknowledge differences in skills and opinions, all while keeping others' best intentions in mind.
• At SIHB, we refer to our customers as Relatives. Our Relatives come first and deserve the best. Serve the needs of our Relatives first by delivering the highest quality, professional, responsive and innovative care.

Job Responsibilities

• Provide direct administrative support to the Residential Operations Director, including calendar management, scheduling meetings, taking minutes, coordinating logistics, and preparing materials.
• Draft, format, and manage correspondence, reports, presentations, and internal communications.
• Support the purchase order and invoice management processes for the Residential Treatment facility
• Support tracking, organization, and documentation of operational data, including staffing, incidents, program updates, and performance metrics.
• Assist with preparation for audits, compliance reviews, and accreditation processes (e.g., CARF, HRSA, IHS, AAAHC), including gathering documentation and ensuring timely submissions.
• Coordinate meetings across departments, including Behavioral Health, Medical, Dental, and Traditional Indian Medicine teams.
• Maintain organized filing systems (digital and physical) for policies, procedures, reports, and operational records.
• Assist in monitoring follow-up items related to quality improvement initiatives, corrective actions, and operational priorities.
• Support documentation of incidents, safety concerns, and operational issues, ensuring accurate routing and tracking per agency protocols.
• Help track budgets, purchasing requests, and operational expenditures in coordination with leadership and finance teams.
• Serve as a communication liaison between the Residential Operations Director and internal teams, ensuring timely flow of information.
• Assist with preparation of reports on program performance, staffing trends, and operational outcomes.
• Provide general administrative and project support for residential program initiatives and special projects as assigned.

Requirements

• Previous experience in administrative support, executive assistance, or program coordination roles
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent written and verbal communication skills
• Proficiency with Microsoft 365 (Word, Excel, Outlook, PowerPoint) and ability to learn data and reporting systems.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Strong attention to detail and accuracy in documentation and data management
• Ability to work effectively in a fast-paced, mission-driven environment with multiple stakeholders.
• Strong interpersonal skills and ability to collaborate across departments and leadership levels.
• Demonstrated reliability and consistency in meeting deadlines and supporting operational needs.