Administration Support Assistant

Job Details:

Job Location:

Ganado, AZ 86505, Position Type:
Full Time,

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.

• 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.

• 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 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).

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