What are the responsibilities and job description for the Administrative Assistant II position at Absentee Shawnee Tribe of Indians of Oklahoma?
This position is currently open.
Public?:
Public
Division:
Health
Reports To:
Executive Assistant
Type of Position:
Regular Full Time
Location:
Little Axe Health Center / 15951 Little Axe Dr. / Norman, OK 73026
General Description
The Administrative Assistant provides vital support to the Executive Assistant and broader executive team. This position focuses on technical and administrative duties that enhance the day-to-day efficiency of the Executive Office. The ideal candidate will be detail-oriented, highly proficient in Microsoft Excel and PowerPoint, and capable of managing data, creating presentations, handling financial reconciliation tasks, and coordinating events that promote employee engagement. The position requires a proactive, organized individual who can thrive in a fast-paced environment and maintain confidentiality and professionalism at all times.
Responsibilities & Duties
Support the Executive Assistant in daily administrative operations, including scheduling support, document management, and meeting coordination.
Create polished, professional PowerPoint presentations, often under short timelines, for internal and external meetings.
Perform advanced data entry, tracking, and analysis using Microsoft Excel including the use of formulas, pivot tables, and charts.
Assist in the reconciliation of departmental and Executive Team credit card statements, ensuring receipts are matched, coding is accurate, and discrepancies are resolved in a timely manner.
Track and monitor deliverables for strategic projects under the direction of the Executive Assistant.
Coordinate logistics for routine and special meetings, including set-up, materials prep, and follow-up tasks such as distributing meeting minutes.
Plan and coordinate employee morale events, recognition activities, and executive-led gatherings to foster a positive workplace culture.
Support event planning efforts, including vendor coordination, catering, logistics, and on-site execution.
Maintain an organized digital and physical filing system for executive communications, reports, and reference materials.
Respond to routine emails and internal requests with accuracy and discretion.
Monitor and order office supplies, coordinating with procurement to ensure adequate inventory levels.
Assist in compiling reports and supporting documentation for Health Board, Executive Committee, and other stakeholders.
Provide backup phone coverage and reception duties for the Executive Office, screening and directing calls professionally.
Handle mail sorting, shipping, and internal deliveries as needed.
Travel between AST Health locations for meetings and document deliveries as needed.
Perform other duties as assigned.
Education Requirements and Qualifications
Education and Qualifications
Associate degree required; Bachelor’s degree in Business Administration, Health Administration, or related field preferred.
At least 2 years of experience in an administrative support role, ideally within a healthcare or tribal government setting.
Knowledge, Skills and Abilities
High proficiency in Microsoft Office Suite with emphasis on Excel (pivot tables, VLOOKUP, formulas) and PowerPoint (template use, animation, formatting).
Strong organizational and time-management skills; able to multitask and prioritize competing demands.
Experience with financial reconciliation and attention to detail in handling receipts and expense documentation.
Excellent written and verbal communication skills with a high degree of professionalism.
Ability to maintain strict confidentiality and handle sensitive information with discretion.
Culturally sensitive and respectful of the needs of Native populations and tribal communities.
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:
12 hours 52 min 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
Fax: 405-273-2710
Email: HR@astribe.com
