Executive Assistant - Clinical Director Job Whiteriver area,Arizona USA,Administrative/Clerical

POSITION: EXECUTIVE ASSISTANT (CLINICAL DIRECTOR)

CLASSIFICATION CODE: EXEMPT FULL TIME

DEPARTMENT: CLINICAL

REPORTS TO:

CLINICAL DIRECTOR

The Clinical Administrative Assistant enhances the effectiveness of the Clinical Department by providing high-level administrative, organizational, and operational support to the Clinical Director and Assistant Clinical Directors of Apache Behavioral Health Services, Inc. (ABHS). Reporting directly to the Clinical Director, the Clinical Administrative Assistant serves as a central point of coordination for clinical leadership operations and supports the delivery of comprehensive behavioral health services throughout the Fort Apache Indian Reservation in support of the White Mountain Apache Tribe.

The Clinical Administrative Assistant provides confidential administrative support in a fast-paced behavioral health environment regulated by the Arizona Health Care Cost Containment System (AHCCCS), Tribal Regional Behavioral Health Authority (TRBHA) requirements, Indian Health Services (IHS), and the Arizona Board of Behavioral Health Examiners (AZBBHE). This position assists in the coordination of clinical meetings, credentialing support activities, staff scheduling, training coordination, reporting functions, interdepartmental communication, travel coordination, document preparation, and special projects related to behavioral health program operations.

This position supports the Clinical Director and Assistant Clinical Directors overseeing Adult Services, Child Adolescent & Family Services (CAFS), Intake & Assessment, Suicide Prevention/Life is Precious, STEM, School Enrichment, Out of Home Services, Thrive 0–5, TRBHA Care Coordination, Prevention Services, Ndee Bah Behavioral Health, Parent Empowerment, Holistic Support Services, and other clinical initiatives of ABHS. The Clinical Administrative Assistant must maintain professionalism, strict confidentiality, organizational excellence, cultural sensitivity, and a strong commitment to the mission of ABHS in improving the quality of life for individuals and families residing on the Fort Apache Reservation.

DUTIES

AND RESPONSIBILITIES

Abide by all applicable policies, procedures, and program standards of ABHS, the White Mountain Apache Tribe, Indian Health Services (IHS), Arizona Health Care Cost Containment System (AHCCCS), Tribal Regional Behavioral Health Authority (TRBHA), HIPAA, AZBBHE requirements, and other applicable regulatory authorities.

Provide direct administrative support to the Clinical Director and Assistant Clinical Directors in the coordination and daily operations of clinical programs and services.

Manage and coordinate highly active calendars, meetings, schedules, travel arrangements, and appointments for the Clinical Director and Assistant Clinical Directors.

Prepare, compose, edit, proofread, organize, and distribute professional correspondence, reports, agendas, memorandums, spreadsheets, meeting minutes, presentations, and confidential clinical administrative documents.

Assist with coordination of clinical staff meetings, multidisciplinary team meetings, Child and Family Team (CFT) meetings, Adult Recovery Team (ART) meetings, leadership meetings, trainings, and other clinical program meetings.

Coordinate internal communication between clinical departments and administrative departments to ensure continuity of operations and efficient service delivery.

Assist with monitoring and tracking required trainings, licensure renewals, credentialing documentation, productivity reports, and other compliance‑related documentation for clinical staff.

Support the Clinical Director and Assistant Clinical Directors in preparing reports and documentation required by AHCCCS, IHS, TRBHA, grant requirements, audits, and internal quality assurance activities.

Maintain accurate filing systems, electronic records, meeting records, and confidential information in accordance with HIPAA, ABHS policies, and regulatory standards.

Assist with onboarding coordination for new clinical employees, including scheduling interviews, orientation coordination, training scheduling, office preparation, and communication with Human Resources and Quality Management.

Serve as a liaison between clinical leadership, program staff, community partners, Tribal agencies, schools, hospitals, vendors, and other external stakeholders.

Coordinate travel requests, lodging arrangements, conference registrations, reimbursement documentation, and itineraries for clinical leadership staff.

Assist in organizing community outreach events, trainings, prevention activities, wellness initiatives, and special projects related to behavioral health services.

Maintain inventory and ordering of office supplies, training materials, clinical forms, and administrative resources for clinical departments.

Demonstrate professionalism, leadership, initiative, discretion, cultural sensitivity, and excellent customer service in all interactions with staff, clients, families, and community…