What are the responsibilities and job description for the Special Assistant - GME Coordination position at the Chickasaw Nation?
We are currently looking for a Full Time Special Assistant - GME Coordination to join our Office of Under Secretary of Medical Staff and Quality team located at the Chickasaw Nation Medical Center working 8:00AM-5:00PM - Mo Tu We Th Fr.
Summary:
The Special Assistant serves as the grant operations lead and primary liaison between CNDH, the Chickasaw Foundation, and the University of Oklahoma College of Medicine, ensuring day-to-day execution of the TSET Legacy Grant requirements while advancing Graduate Medical Education (GME) expansion. The role manages subgrantee/contractor workflows, maintains auditable documentation, and coordinates deliverables, timelines, reporting, and compliance through TSET’s Funding Portal. Continued employment is contingent upon ongoing grant funding availability.
Responsibilities:
- Manages all operational components of the Tobacco Settlement Endowment Trust (TSET) grant, including compliance, reporting, and documentation required between the sub-grantee awardee (CNDH) and OU (contractor)
- Interfaces with TSET to provide required documentation, submit results and invoices and assure payment is made to sub-grantee awardee and the contractor
- Assist contractors with meeting the terms of the grant including working with the academic departments to identify faculty for faculty clinics, working with CNDH to develop these clinics and operationalize them and work to recruit and onboard residents and fellows with the academic contractor
- Provides brief leadership on a regular basis and keeps project trackers up to date so that status of the project can be readily ascertained at all times
- Maintains key performance indicators (KPI’s) and ensure performance is met on KPI’s
- Maintains required roles and access in the TSET Funding Portal (Project Manager, Authorized Official, Financial Officer) as needed to submit invoices in a timely manner
- Submits monthly reimbursement claims within 30 days and monitors for final claims within 90 days of grant year end
- Validates invoices against expected budgets and assures all required documentation is included
- Audits submitted documents for appropriateness, completeness, and accuracy to assure compliance with the terms of the TSET grant
- Assures all operational milestones are met and on track within the grants
- Assists in negotiating budgets of the departments, faculty and residents
- Assists finance in setting up the reimbursement frameworks
- Files quarterly objective updates and progress reports by no later than the 10th day of each quarter
- Develops and submits Annual Work Plan to the Chickasaw Foundation and budget request in required formats
- Ensures adherence to TSET Financial Guidance and participates in financial reviews and performance evaluations as required
- Notifies the Chickasaw Foundation and if requested TSET or affiliate if projected spend will be less than 95% and coordinate revisions as needed
- Manages subrecipient and subcontractor processes: Notice of Intent, certifications, background checks, and executed agreements within 30 business days
- Conducts monitoring of subrecipients at least once per grant cycle; draft Corrective Action Plans within 10 days, track progress within 30 days, and resolve within 90 days
- Submits Subrecipient Monitoring Plan within 30 business days, including risk-based frequency and tools
- Coordinates with OU College of Medicine leadership and CNDH faculty to operationalize GME expansion (MOUs, PLAs, ACGME accreditation, NRMP participation)
- Supports faculty commitments, curriculum development, EMR templates, and orientation materials per ACGME standards
- Coordinates candidate pipelines, recruitment infrastructure, and marketing collaboration for fellows and residents
- Collaborates with third-party evaluator to submit KPIs, evaluation plan, and logic model within 90 business days; maintain ongoing data collection
- Maintains auditable records and ensure data access and sharing with TSET and partners; retain records for 3 years post-agreement
- Assists with the Annual Communication Plan within 30 business days and Naming Rights & Recognition Plan within 60 days and ensures branding compliance and approvals
- Ensures organization maintains tobacco-free and wellness policies and signage; comply with Oklahoma Smoking in Public Places and Indoor Workplaces Act
- Ensures electronic communication standards (internet, organizational email, Microsoft Office, Adobe Acrobat) and Funding Portal use
- Requests prior approval for purchases, equipment, and any scope changes; ensures equipment use benefits the public and meets inventory requirements
- Prepares and delivers presentations to internal and external stakeholders, interface with deans, department chairs, and senior health officials
- Assists with the advanced education program and stakeholder management
- Provides first class customer service to both internal and external customers and responds to inquiries, compliments, and/or complaints with professionalism, courtesy, and efficiency
- Answers questions in a courteous and professional manner
- Greets and engages with a smile
- Determines needs and seeks positive experiences and outcomes
- Completes all training and development requirements and participates in continuing education opportunities
- Works in a collaborative and supportive manner to support the productivity and safety of the work area, team members and customers of all types
- Maintains a clean, organized work area and ensures a safe environment
- Maintains and promotes professionalism
- Punctual and consistent in meeting start time, work schedule, attendance and other assigned work time metrics
- Adheres to Chickasaw Nation dress code standards
- Maintains knowledge of and follows all rules, regulations, policies and guidelines for assigned area
- Performs all other duties as assigned
Competencies:
Essential:
Essential:
- Ability to recognize and adapt to different audiences
- Ability to effectively collaborate across departments and with external agencies
- Ability to navigate policy development, standard operating procedures, and change management
- Possesses strong written and verbal communication abilities
- Able to follow instructions, both written and oral
- Able to adhere to all scheduling and attendance requirements
- Ability to maintain a high level of confidentiality in all matters
- Must be able to exert analytical and critical thinking skill
- Must be detail-oriented
- Honesty, truthfulness, reliability, accountability
- Prioritizes, meets deadlines and works independently in a high-pressure environment and uses appropriate judgement in upward communication regarding assignments
- Able to read, understand, apply, and retain knowledge of Chickasaw Nation, departmental, divisional and all other rules, regulations, policies, procedures and guidelines
- Knowledge of budgeting, finance, policy writing, compliance, and grant reporting
- Knowledge of cultural humility and commitment to improving health outcomes in tribal and rural communities
- Knowledge of Graduate Medical Education and academic medical environments
- Knowledge of the AGME accreditation, NRMP processes, and academic health partnerships
- Knowledge of TSET grant compliance (work plans, portal submissions, financial guidance, communication/branding requirements)
- Knowledge of grant administration, subrecipient monitoring, and corrective action management
- Organizational and time-management
- Able to verbally communicate in a professional and positive manner with other team members, departments, guests and management
Skills:
Essential:
Essential:
- Intermediate computer skills
- Intermediate skill using Excel for multiple purposes
- Intermediate skill using Microsoft Office products
- Intermediate skill in creating PowerPoint presentations
- Excellent presentation and communication skills
- Senior level project management skills
- Project ownership skills
- Accurate typing and/or data entry skills
Experience:
Essential:
Essential:
- No prior experience required
Education:
Essential:
Nonessential:
Essential:
Essential:
- Bachelors Degree in directly related field
Nonessential:
- Masters Degree in directly related field
Essential:
- Bachelor’s degree in relevant field (e.g. business, public administration, health care administration)
- Master’s degree (e.g. MHA, MPH, MBA, MPA) or related discipline preferred
Credentials:
Essential:
Essential:
- Pass general background check
- Standard Driver's License
Working Conditions:
Essential:
Essential:
- Works in an office setting
- Infrequent travel
- Pass pre-employment drug test
Training
- It is the responsibility of each employee to attend required training for their position or profession as determined by their line of support (LOS) or the leadership of the Chickasaw Nation. It is the responsibility of those who supervise, manage or otherwise lead employees or teams to ensure each employee has access to and receives all required training.
Mission, Vision & Core Values
Mission:
Mission:
- To enhance the overall quality of life of the Chickasaw people.
- To be a nation of successful and united people with a strong cultural identity.
- The Chickasaw People
- Cultural Identity
- Servant Leadership
- Selflessness
- Can Do Attitude
- Perseverance
- Stewardship
- Trust and Respect
- Loyalty
- Honesty and Integrity
- Teamwork