ADMINISTRATIVE ASSISTANT

Description

SIHB Core Competencies

Core Competencies are foundational commitments and skills that all SIHB staff are expected to develop. These competencies define common performance measures applied to every role in the organization.

• Commitment to Indigenous and Organizational Values: Everything we do at SIHB is centered on Traditional Indian Medicine. It is our responsibility to maintain cultural integrity in all that we do.
• Accountability: All employees of SIHB effectively manage their own work and the work of their teams. We take ownership of our actions and decisions. We all strive to deliver the highest quality work and care, while respecting our teammates and relatives.
• Collaboration: SIHB is a team-oriented organization. As team members, we share the responsibility of working toward a common purpose. We collaborate with our colleagues across the organization to deliver the highest quality of care and results in alignment with our mission, vision, values and Theory of Change.
• Communication: We practice effective and clear communication with staff, relatives, teams and community. We demonstrate empathy among each other and with those we serve, and transparency in our decision making.
• Customer Service Orientation: All employees of SIHB recognize the needs of the diverse community we serve. We put the needs of our relatives first by delivering the highest quality, professional, responsive, and innovative care. Our relatives come first and deserve the best.

Position Summary: The Administrative Assistant is responsible for providing high-level administrative support to the Leadership Support Team (LST) and the Government Affairs Division. They will support the Executive Assistant to the EVP in actively managing executive schedules, handling internal and external executive-level communications, coordinating special projects, and developing and implementing standardized administrative procedures to

support other Administrative Assistants and Executive Assistants in all

divisions for the Seattle Indian Health Board (SIHB).


Organizational Structure/Reporting Relationships: This position reports directly to the EVP's Executive Assistant and is a member of the Leadership Support team. This position has no direct reports.
Organizational Responsibilities

• Hold Indigenous values and practices with respect and integrity
• Hold yourself accountable to the highest standard by being resourceful, innovative, creative and solutions-oriented
• Actively participate in organizational activities with the understanding that success is achieved through teamwork.
• Recognize that communication is central to the organization's success and actively champion your words and actions to maintain respect for others, encourage constructive feedback, be open to share laughter and acknowledge differences in skills and opinions, all while keeping others' best intentions in mind.
• At SIHB, we refer to our customers as Relatives. Our Relatives come first and deserve the best. Serve the needs of our Relatives first by delivering the highest quality, professional, responsive and innovative care.

Job Responsibilities

• Assists with the Executive Assistant to the EVP's administrative functions.
• Acts as the model for excellent service standards.
• Represents SIHB with the highest level of professionalism.
• Demonstrates a commitment to SIHB's mission.
• Prepares routine and advanced correspondence, including letters, memoranda, and reports.
• Prepares for and attends meetings and events, takes notes, and transcribes minutes to ensure consistent communication with relevant stakeholders.
• Coordinates site visits with government and community entities.
• Assists in preparation for all agency accreditation, licensing, and funding agency reviews as requested.
• Maintain agency licenses and track renewal dates for appropriate departments. Coordinates and schedules travel and reimbursements for the Executive Assistant to the EVP, and the Government Affairs division. Welcomes guests by greeting them in person or on the telephone; answers or directs inquiries.
• Provides a bridge for smooth communication between the Government Affairs division and other internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Support with processing of all purchase orders (POs) and credit card reconciliation as it pertains to the Government Affairs and leadership support team responsibilities.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with competing deadline pressures.
• Responsible for all incoming emails addressed to the agency email by either responding to inquiries or redirecting to the appropriate party/department.
• Works closely with Admin Assistants throughout the agency to build support for Division Heads/Leadership Team and their staff. Actively leads and participates in continuous improvement activities of the administrative department and the organization.
• Actively participate in internal quality improvement teams and work with members proactively to drive quality improvement initiatives in accordance with the mission and strategic goals of the organization, federal and state laws and regulations, and accreditation standards, when assigned. Work well under pressure, meet multiple and often competing deadlines. At all times, demonstrate cooperative behavior with supervisors, subordinates, colleagues, clients, and the community.
• Other duties as assigned by the EVP and/or the EVP Executive Assistant.

Requirements

• High School diploma or equivalent.
• Five years of job-related work experience in high-level administrative support or other related areas.
• Work efficiently and effectively in a fast-paced environment, handling multiple tasks simultaneously and autonomously.
• Demonstrate executive presence, maturity, and sound judgment, along with the ability to maintain a high degree of confidentiality.
• Demonstrated ability to provide a high level of service and to effectively and comfortably communicate with internal and external customers while demonstrating cultural sensitivity.
• Ability to utilize SIHB computer programs and Microsoft products.
• Cover Letter required upon submission of application

Work Environment: Office hours are 8-5, Monday through Friday with occasional extra hours for events or to meet deadlines.