What are the responsibilities and job description for the Executive Assistant - Clinical Director position at Apache Behavioral Health Services, Inc.?
POSITION: EXECUTIVE ASSISTANT (CLINICAL DIRECTOR)
CLASSIFICATION CODE: EXEMPT FULL TIME
DEPARTMENT: CLINICAL
REPORTS TO: CLINICAL DIRECTOR
CLASSIFICATION CODE: EXEMPT FULL TIME
DEPARTMENT: CLINICAL
REPORTS TO: CLINICAL DIRECTOR
STATEMENT OF JOB: The Clinical Administrative Assistant enhances the effectiveness of the Clinical Department by providing high-level administrative, organizational, and operational support to the Clinical Director and Assistant Clinical Directors of Apache Behavioral Health Services, Inc. (ABHS). Reporting directly to the Clinical Director, the Clinical Administrative Assistant serves as a central point of coordination for clinical leadership operations and supports the delivery of comprehensive behavioral health services throughout the Fort Apache Indian Reservation in support of the White Mountain Apache Tribe.
The Clinical Administrative Assistant provides confidential administrative support in a fast-paced behavioral health environment regulated by the Arizona Health Care Cost Containment System (AHCCCS), Tribal Regional Behavioral Health Authority (TRBHA) requirements, Indian Health Services (IHS), and the Arizona Board of Behavioral Health Examiners (AZBBHE). This position assists in the coordination of clinical meetings, credentialing support activities, staff scheduling, training coordination, reporting functions, interdepartmental communication, travel coordination, document preparation, and special projects related to behavioral health program operations.
This position supports the Clinical Director and Assistant Clinical Directors overseeing Adult Services, Child Adolescent & Family Services (CAFS), Intake & Assessment, Suicide Prevention/Life is Precious, STEM, School Enrichment, Out of Home Services, Thrive 0–5, TRBHA Care Coordination, Prevention Services, Ndee Bah Behavioral Health, Parent Empowerment, Holistic Support Services, and other clinical initiatives of ABHS. The Clinical Administrative Assistant must maintain professionalism, strict confidentiality, organizational excellence, cultural sensitivity, and a strong commitment to the mission of ABHS in improving the quality of life for individuals and families residing on the Fort Apache Reservation.
The Clinical Administrative Assistant provides confidential administrative support in a fast-paced behavioral health environment regulated by the Arizona Health Care Cost Containment System (AHCCCS), Tribal Regional Behavioral Health Authority (TRBHA) requirements, Indian Health Services (IHS), and the Arizona Board of Behavioral Health Examiners (AZBBHE). This position assists in the coordination of clinical meetings, credentialing support activities, staff scheduling, training coordination, reporting functions, interdepartmental communication, travel coordination, document preparation, and special projects related to behavioral health program operations.
This position supports the Clinical Director and Assistant Clinical Directors overseeing Adult Services, Child Adolescent & Family Services (CAFS), Intake & Assessment, Suicide Prevention/Life is Precious, STEM, School Enrichment, Out of Home Services, Thrive 0–5, TRBHA Care Coordination, Prevention Services, Ndee Bah Behavioral Health, Parent Empowerment, Holistic Support Services, and other clinical initiatives of ABHS. The Clinical Administrative Assistant must maintain professionalism, strict confidentiality, organizational excellence, cultural sensitivity, and a strong commitment to the mission of ABHS in improving the quality of life for individuals and families residing on the Fort Apache Reservation.
DUTIES AND RESPONSIBILITIES:
1. Abide by all applicable policies, procedures, and program standards of ABHS, the White Mountain Apache Tribe, Indian Health Services (IHS), Arizona Health Care Cost Containment System (AHCCCS), Tribal Regional Behavioral Health Authority (TRBHA), HIPAA, AZBBHE requirements, and other applicable regulatory authorities.
2. Provide direct administrative support to the Clinical Director and Assistant Clinical Directors in the coordination and daily operations of clinical programs and services.
3. Manage and coordinate highly active calendars, meetings, schedules, travel arrangements, and appointments for the Clinical Director and Assistant Clinical Directors.
4. Prepare, compose, edit, proofread, organize, and distribute professional correspondence, reports, agendas, memorandums, spreadsheets, meeting minutes, presentations, and confidential clinical administrative documents.
5. Assist with coordination of clinical staff meetings, multidisciplinary team meetings, Child and Family Team (CFT) meetings, Adult Recovery Team (ART) meetings, leadership meetings, trainings, and other clinical program meetings.
6. Coordinate internal communication between clinical departments and administrative departments to ensure continuity of operations and efficient service delivery.
7. Assist with monitoring and tracking required trainings, licensure renewals, credentialing documentation, productivity reports, and other compliance-related documentation for clinical staff.
8. Support the Clinical Director and Assistant Clinical Directors in preparing reports and documentation required by AHCCCS, IHS, TRBHA, grant requirements, audits, and internal quality assurance activities.
9. Maintain accurate filing systems, electronic records, meeting records, and confidential information in accordance with HIPAA, ABHS policies, and regulatory standards.
10. Assist with onboarding coordination for new clinical employees, including scheduling interviews, orientation coordination, training scheduling, office preparation, and communication with Human Resources and Quality Management.
11. Serve as a liaison between clinical leadership, program staff, community partners, Tribal agencies, schools, hospitals, vendors, and other external stakeholders.
12. Coordinate travel requests, lodging arrangements, conference registrations, reimbursement documentation, and itineraries for clinical leadership staff.
13. Assist in organizing community outreach events, trainings, prevention activities, wellness initiatives, and special projects related to behavioral health services.
14. Maintain inventory and ordering of office supplies, training materials, clinical forms, and administrative resources for clinical departments.
15. Demonstrate professionalism, leadership, initiative, discretion, cultural sensitivity, and excellent customer service in all interactions with staff, clients, families, and community members.
16. Maintain strict confidentiality regarding employee matters, client information, investigations, quality assurance activities, and sensitive operational matters.
17. Participate in all required ABHS trainings and maintain compliance with all mandatory training requirements.
18. Provide a positive role model to staff, clients, and community members through professionalism, self-discipline, reliability, integrity, and genuine care for the wellbeing and recovery of clients served by ABHS.
19. Reports/attends work in a timely manner. Must be reliable and communicate directly with supervisor in all matters of attendance.
20. Performs other duties as assigned.
1. Abide by all applicable policies, procedures, and program standards of ABHS, the White Mountain Apache Tribe, Indian Health Services (IHS), Arizona Health Care Cost Containment System (AHCCCS), Tribal Regional Behavioral Health Authority (TRBHA), HIPAA, AZBBHE requirements, and other applicable regulatory authorities.
2. Provide direct administrative support to the Clinical Director and Assistant Clinical Directors in the coordination and daily operations of clinical programs and services.
3. Manage and coordinate highly active calendars, meetings, schedules, travel arrangements, and appointments for the Clinical Director and Assistant Clinical Directors.
4. Prepare, compose, edit, proofread, organize, and distribute professional correspondence, reports, agendas, memorandums, spreadsheets, meeting minutes, presentations, and confidential clinical administrative documents.
5. Assist with coordination of clinical staff meetings, multidisciplinary team meetings, Child and Family Team (CFT) meetings, Adult Recovery Team (ART) meetings, leadership meetings, trainings, and other clinical program meetings.
6. Coordinate internal communication between clinical departments and administrative departments to ensure continuity of operations and efficient service delivery.
7. Assist with monitoring and tracking required trainings, licensure renewals, credentialing documentation, productivity reports, and other compliance-related documentation for clinical staff.
8. Support the Clinical Director and Assistant Clinical Directors in preparing reports and documentation required by AHCCCS, IHS, TRBHA, grant requirements, audits, and internal quality assurance activities.
9. Maintain accurate filing systems, electronic records, meeting records, and confidential information in accordance with HIPAA, ABHS policies, and regulatory standards.
10. Assist with onboarding coordination for new clinical employees, including scheduling interviews, orientation coordination, training scheduling, office preparation, and communication with Human Resources and Quality Management.
11. Serve as a liaison between clinical leadership, program staff, community partners, Tribal agencies, schools, hospitals, vendors, and other external stakeholders.
12. Coordinate travel requests, lodging arrangements, conference registrations, reimbursement documentation, and itineraries for clinical leadership staff.
13. Assist in organizing community outreach events, trainings, prevention activities, wellness initiatives, and special projects related to behavioral health services.
14. Maintain inventory and ordering of office supplies, training materials, clinical forms, and administrative resources for clinical departments.
15. Demonstrate professionalism, leadership, initiative, discretion, cultural sensitivity, and excellent customer service in all interactions with staff, clients, families, and community members.
16. Maintain strict confidentiality regarding employee matters, client information, investigations, quality assurance activities, and sensitive operational matters.
17. Participate in all required ABHS trainings and maintain compliance with all mandatory training requirements.
18. Provide a positive role model to staff, clients, and community members through professionalism, self-discipline, reliability, integrity, and genuine care for the wellbeing and recovery of clients served by ABHS.
19. Reports/attends work in a timely manner. Must be reliable and communicate directly with supervisor in all matters of attendance.
20. Performs other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
1. Knowledge of applicable state, federal, Tribal, licensing, and regulatory standards including, but not limited to, AHCCCS, IHS, HIPAA, TRBHA, and AZBBHE requirements.
2. Knowledge of behavioral health office operations, administrative support functions, and organizational procedures within a healthcare or behavioral health environment.
3. Excellent written and verbal communication skills with exceptional attention to detail and professional meeting facilitation abilities.
4. Strong interpersonal skills with the ability to work effectively and professionally with executives, clinicians, paraprofessionals, Tribal leadership, community members, clients, and vendors.
5. Ability to maintain confidentiality and exercise sound judgment in handling sensitive information and situations.
6. Ability to prioritize tasks, manage multiple projects, meet deadlines, and work independently in a fast-paced environment with frequent interruptions.
7. Ability to apply critical thinking, organizational, and problem-solving skills in support of clinical operations and leadership functions.
8. Knowledge of office management systems, scheduling systems, filing systems, and records management procedures.
9. MS Office proficiency, including Microsoft Word, Excel, Outlook, PowerPoint, Teams, Adobe software, and familiarity with electronic health record systems and administrative databases.
10. Ability to positively represent ABHS to staff, clients, Tribal entities, community stakeholders, and external organizations.
11. Knowledge and appreciation of Native American culture, traditions, and behavioral health service delivery within Tribal communities preferred.
MINIMUM QUALIFICATIONS:
1. High School Diploma or equivalent required. Associate’s degree in Business Administration, Healthcare Administration, Behavioral Health, Human Resources, or related field preferred. Bachelor’s degree preferred.
2. Minimum of three (3) years of administrative support experience, preferably in behavioral health, healthcare, Tribal programs, or a professional executive office environment.
3. Experience supporting executive leadership, management staff, or clinical leadership teams preferred.
4. Experience working within AHCCCS, IHS, Tribal, behavioral health, or healthcare environments preferred.
5. Excellent organizational, time management, and communication skills required.
6. Ability to maintain confidentiality and professionalism in highly sensitive situations.
7. Must have a valid driver’s license and reliable transportation.
8. Ability to pass all pre-employment testing, including, but not limited to, fingerprint clearance, background check, Tribal Rap Sheet review, and drug/alcohol screening.
Preferred:
1. At least three (3) years’ experience working with Native American communities or Tribal organizations.
2. Experience working in a behavioral health or clinical services environment.
3. Experience coordinating meetings, trainings, travel, and administrative operations for leadership staff.
**NOTE: Preference in filling vacancies is given to qualified Indian candidates in accordance with the Indian Preference Act (Title 25, U.S. Code, Section 472 and 473).
1. Knowledge of applicable state, federal, Tribal, licensing, and regulatory standards including, but not limited to, AHCCCS, IHS, HIPAA, TRBHA, and AZBBHE requirements.
2. Knowledge of behavioral health office operations, administrative support functions, and organizational procedures within a healthcare or behavioral health environment.
3. Excellent written and verbal communication skills with exceptional attention to detail and professional meeting facilitation abilities.
4. Strong interpersonal skills with the ability to work effectively and professionally with executives, clinicians, paraprofessionals, Tribal leadership, community members, clients, and vendors.
5. Ability to maintain confidentiality and exercise sound judgment in handling sensitive information and situations.
6. Ability to prioritize tasks, manage multiple projects, meet deadlines, and work independently in a fast-paced environment with frequent interruptions.
7. Ability to apply critical thinking, organizational, and problem-solving skills in support of clinical operations and leadership functions.
8. Knowledge of office management systems, scheduling systems, filing systems, and records management procedures.
9. MS Office proficiency, including Microsoft Word, Excel, Outlook, PowerPoint, Teams, Adobe software, and familiarity with electronic health record systems and administrative databases.
10. Ability to positively represent ABHS to staff, clients, Tribal entities, community stakeholders, and external organizations.
11. Knowledge and appreciation of Native American culture, traditions, and behavioral health service delivery within Tribal communities preferred.
MINIMUM QUALIFICATIONS:
1. High School Diploma or equivalent required. Associate’s degree in Business Administration, Healthcare Administration, Behavioral Health, Human Resources, or related field preferred. Bachelor’s degree preferred.
2. Minimum of three (3) years of administrative support experience, preferably in behavioral health, healthcare, Tribal programs, or a professional executive office environment.
3. Experience supporting executive leadership, management staff, or clinical leadership teams preferred.
4. Experience working within AHCCCS, IHS, Tribal, behavioral health, or healthcare environments preferred.
5. Excellent organizational, time management, and communication skills required.
6. Ability to maintain confidentiality and professionalism in highly sensitive situations.
7. Must have a valid driver’s license and reliable transportation.
8. Ability to pass all pre-employment testing, including, but not limited to, fingerprint clearance, background check, Tribal Rap Sheet review, and drug/alcohol screening.
Preferred:
1. At least three (3) years’ experience working with Native American communities or Tribal organizations.
2. Experience working in a behavioral health or clinical services environment.
3. Experience coordinating meetings, trainings, travel, and administrative operations for leadership staff.
**NOTE: Preference in filling vacancies is given to qualified Indian candidates in accordance with the Indian Preference Act (Title 25, U.S. Code, Section 472 and 473).