Executive Assistant

AACOIHC

Arizona Health Care Cost Containment System

The Arizona Advisory Council on Indian Health Care (AACOIHC) is driven by its mission to advocate for increasing access to high quality health care programs for all American Indians and Alaska Natives (AI/AN) in Arizona.

The AACOIHC was established by A.R.S. 36-2902.01 to give tribal governments, tribal organizations and urban Indian health care organizations representation in shaping Medicaid and health care policies and laws that impact indigenous peoples in Arizona. The AACOIHC, utilizes its knowledge of Indian health systems, tribal sovereignty, common chronic health conditions and disparities, and health policy to serve as a resource for Tribal governments and the State of Arizona, and supports prevention, training, education, and policy development as the keys to meeting the unique health care needs of indigenous peoples.

The AACOIHC strives to be the premier resource for Tribes and Urban Indians in Arizona on health care.

Come join our dynamic and dedicated team!

Executive Assistant

Arizona Advisory Council on Indian Health Care

Job Location:

Address: 150 North 18th Avenue Phoenix, Arizona 85007

All AHCCCS Employees must reside within the state of Arizona.

Posting Details:

Salary: $55,000 - $63,000

Grade: 22

FLSA Status:
Exempt

This position will remain open until filled.

Job Summary:

Under the direction of the Director, this position provides high-level professional administrative support to the Director and Business Operations Administrator. The position will be responsible for performing a full range of administrative duties to the Arizona Advisory Council on Indian Health Care (AACIHC) as a whole, by scheduling, coordinating, and documenting tribal, state and federal agency meetings, and by preparing, maintaining, and/or organizing budget reports, travel claims, and coordination of process office invoices.

This position will frequently communicate with Advisory Council members, state legislative staff, federal, state and tribal leadership and stakeholders. Supervision will be provided to the Community Outreach Coordinator.

Major duties and responsibilities include but are not limited to:

* Coordinate meetings for the AACIHC staff and Advisory Council. Posting notifications and agendas to state meeting website, prepare and send presentations and materials for meetings via on-line platforms, etc. Document and process high level and detailed meeting minutes. Maintains AACIHC membership status and files. Updates tribal stakeholder directories. Participate in AACIHC Leadership Team meetings assisting with the development & implementation of agency strategic goals, policies & work plans.

Coordinate agenda, materials & logistics for other agency leadership meetings, both internal and with external partners.

* Coordinate travel arrangements and prepare, complete and submit travel claims for all agency employees, ensuring timely submission and employee reimbursement, for all agency employees. Serve as the business partner for the agency working with HR to coordinate updates of position descriptions, follow up with posting of new job postings, on boarding new staff. Works with procurement on necessary documents to ensure payment for consultants and other office expenses.

Follows-up on purchase orders. Completes registrations for employees for conferences and flights (coordinating with p card AHCCCS holders).

* Supervise and mentor direct report, the community outreach coordinator, ensuring efficiency in the workplace and that public communications (i.e. newsletters, social media postings, email notifications, etc.) and community events are being published and attended regularly, covering in their absence, and meeting weekly to address any concerns that come up. Also maintain and create performance reports.

* Screen and direct incoming calls and visitors to the AACIHC. Research information needed in order for the Director or designated staff person to respond to calls, inquiries or concerns including research needed for projects they are working on. Manage the Director's calendar and meeting schedule. Process incoming mail, voicemails, and emails (receipt, sort, copy, distribute). Follow-up on pending matters.

* Organize and maintain files for quick and easy retrieval of information via in-person and virtually. Facilitate and coordinate with AHCCCS facility department and/or Information Services Desk (ISD) to ensure connections to office machines (copiers and printers) and maintain office supplies.

* Serves a vital role in the organization of agency conferences, such as the CHR Annual Summit and other conferences and trainings as required.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

* Policies, procedures and programs of the State of Arizona, Indian health care delivery systems, and how this position will interact with other divisions, state agencies and external customers

* Methods and proper preparation of reports

* Full range of complex secretarial functions of a…