Job Description

Description

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Job Title

Administrative Assistant II-Clinical Staff Office

Location

Fairbanks, AK, US

Organization Name

Health Services

Job Summary

Job Summary:

Incumbent provides administrative support to the Clinical Staff Office.

Adhere to the TCC Ch'eghwtsen' model of service and guiding principle which requires providing timely and effective service along with the ability to interact with others in a way that inspires trust and demonstrates respect, compassion and empathy.

Essential Functions

Essential Functions:

This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents.

Representative Duties:

Under the general supervision of the Clinical Staff Office Director, job incumbent:

1. Assists with meeting planning including but not limited to preparing agendas, schedules, record, compile, transcribe and distribute minutes of meetings, meeting organization, and provides assistance in developing meeting presentations.

2. Ensures and maintains strict confidentiality of all documents, contracts, records and any content of confidential discussions.

3. Manages administrative schedules in outlook.

4. Serves as back up for Clinical Services departments as needed.

5. Prepares Travel Authorizations (TA) and Travel Requests (TR) for village travel as back-up for Medical Services.

6. At the direction of the Clinical Staff Office Director or Administrative Support Manager, works collaboratively to initiate, process, and follow-up with travel and logistics for meetings, conferences, to include housing and special travel for authorized representatives.

7. Assist with Provider recruitment and staff retention management.

8. Assists in preparation of PCN's for Clinical Staff Office as needed.

9. Assists with Provider Site Visit preparations as needed.

10. Tracks documents: TA's, TR's, PCN's, per diem payments, reimbursement payments, purchases, MOA's and provider contracts.

11. Assists with loan repayment invoice tracking as needed.12. Assists with locum tenens invoice tracking as needed.

13. Assists Credentialing with obtaining provider signatures on required paperwork.

14. Assists with SHARP Quarterly Reports for providers enrolled in the program as needed.

15. Maintain Badge Buddy management with Clinical Services.

16. Screens telephone calls for CAIHC, referring calls or taking messages according to protocols set by the Clinical Staff Office director.

17. Creates orders and/or updates flyers, brochures, business cards and appointment cards for clinical staff as requested.

18. Manages orders and purchases supplies as required.

19. Reconcile P-Card for Clinical Staff Office.

20. Open, sort and distribute incoming faxes, emails and other correspondence.

Other Responsibilities:

1. Performs other duties as requested.

Minimum Qualifications

Minimum Qualifications:

1. High School diploma or GED equivalent. Associates degree preferred.

2. Three years of administrative or office management experience.

3. Proficiency or knowledge of using a variety of computer software; MS excel, outlook, and word experience required.

4. Visio and project proficiency preferred.

5. Must pass background check pursuant to federal Indian Child Protection and Family Violence Prevention Act requirements and the State of Alaska background check.

Knowledge, Skills and Abilities:

1. Must have strong written and verbal communications skills.

2. Strong planning, organizing and prioritizing abilities.

3. Must be flexible and have the ability to adapt and multitask in a fast paced environment.

4. Strong customer service and teamwork a must.

Supervision:

This position has no supervisory responsibilities.

Supervision

Physical demands:

Job incumbent must be able to lift and carry up to twenty-five (25) pounds without accommodation in support of equipment and supplies. Position requires recurring bending, stooping, kneeling, reading, handling, speaking, hearing, and seeing. Position may require extended periods of standing. Incumbent must be able to work accurately and efficiently in a busy and sometimes stressful environment.

Summation

Summary:

This position is fast paced and highly customer services oriented. The incumbent is responsible for helping the Clinical Support Staff Director in the day to day tasks of the department.