ADMINISTRATION SUPPORT ASSISTANT

Position Summary:
Under the general supervision of the Policy Advisor, accomplishes the SMH – Policy and Grant Writing objectives by planning, organizing, and implementing the assigned functions required to operate and maintain departmental activities and services. Maintains confidentiality of all privileged information.  

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:
•    Provide administrative support to the Policy Advisor and Grant Writer. 
•    Serve as a central liaison for department or division locations in the dissemination of information and maintain correspondence control logs to ensure timely customer service responses. 
•    Maintain a grant and reporting calendar using deadlines and milestone dates.
•    Provide advanced reminders of upcoming grant reporting and other established deadlines.
•    Maintain a grant status tracker and update due dates, responsible staff, and completion status.
•    Maintain and upkeep contact databases. 
•    Be able to send multiple correspondence to stakeholders
•    Maintain organized electronic and hard-copy grant files, including documents, award notices, reports, and correspondence provided for filing.
•    Provide outstanding and professional customer service to all internal staff and external customers both in person, on the phone, and in email or written correspondence.
•    Take the lead in projects assigned; keep the supervisor updated during the entire project.
•    Coordinate and assist with events and meetings as assigned.  Serve as backup to other administrative support as needed.
•    Coordinate and assemble information for departmental correspondence to facilitate ongoing communication and efficient department operations.
•    Coordinate travel authorizations and arrangements for events and meetings.
•    File documents and assist with the maintenance of a neat and orderly filing system.
•    Exhibit critical thinking and problem-solving skills.
•    Perform on-going administrative tasks such as developing requests; conduct surveys, analyze data, and research various aspects of department programs and develop assigned personnel reports. 
•    Copy and fax documents as necessary.
•    Participate in various meetings as directed.
•    Complete assignments in a timely manner. Seek solutions to problem areas and initiate long-term plans to prevent future barriers.
•    Use personal computers, various software programs, other technological tools, and office equipment to perform a variety of administrative and technical tasks as assigned. 
•    Attend mandatory in-services and education programs as required.
•    Perform other duties as assigned.
 

    Minimum Qualifications:
•    High School Diploma with at least 12 college credits toward an associate degree. 
•    Two (2) years of progressive work experience in administrative/clerical/clinical support functions in a hospital setting. 
•    Must be able to pass the Employee Health Screen and background investigation successfully.

    Knowledge, Abilities, Skills, and Certifications:
•    Knowledge of business English, proper spelling, grammar, punctuation, and mathematics.
•    Knowledge of company personnel policies and procedures
•    Knowledge of modern office practices, time management, and procedures, including business correspondence, record keeping, and filing systems
•    Ability to manage and competently execute assigned projects in a timely manner.
•    Ability to communicate effectively in the English language both verbally and in writing with staff and the general public. 
•    Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
•    Ability to maintain strict confidentiality.
•    Ability to screen all telephone calls with tact and diplomacy.
•    Ability to produce correspondence and other documents in a variety of formats.
•    Ability to speak the Navajo language and/or familiarity with the Navajo Way.
•    Ability to work independently and meet strict timelines.
•    Skill in operating business computers and office machines in a MS Windows environment (Word, Excel, Access, PowerPoint, and other Office 365 Applications).
•    Skill in operating videoconferencing devices and applications (Zoom, Teams, and other applications and software).

Physical Demands:
While performing the duties of this job, the employee regularly is required to sit; reach with hands and arms; and talk or hear.  The employee is frequently required to walk.  The employee