Contracting Assistant

Job Description

Job Description

Primary Function

The primary function of this position is to provide support for business matters relating to contracting and grants. Working under the direction of the Contracting Manager, the Contracting Assistant will provide support to the Contracting Department staff and play an important supporting role in contracting process, grant management processes, document management, reporting and other administrative functions. The Contracting Assistant will interact with CIHA departments, clients, vendors and partners.

Job Description

• Provides administrative support to the Contracting Department in a punctual, professional manner while providing the highest quality customer service
• Receives and responds to incoming communication to the Contracting Department through phone, in writing and email.
• Schedules outgoing correspondence such as grant reports, memo and letters
• Maintains schedules and keeps staff informed of important dates
• Organizes and schedules meetings and events.
• Prepares documents such as meeting summaries, agendas, and spreadsheets
• Proofreads departmental documents
• Assists with procurement procedures, including ordering department supplies and entering purchase orders into requisition processing program
• Responsible for the entry and maintenance of databases and electronic files in Contract Management software
• Responds to various information requests promptly
• Compiles reports
• Routes and tracks important and confidential documents
• Exhibits initiative in performing all tasks
• Identifies issues arising in areas in which he or she works and refers them to senior staff as necessary
• Assists with special projects as assigned
• Maintains confidential records
• Other duties as assigned.

Job Knowledge

• Incumbent must have a general knowledge of business relations.
• Ability to search resources for needed support data.
• Incumbent should have one-two years’ experience in a business-related field.
• Must have sufficient knowledge to support contracting and grant functions.
• Must be detail oriented to ensure accuracy of internal reports and/or written communication.
• Must have Computer skills/technical proficiency, particularly in Microsoft Suites.
• Must have ability to create and maintain a good working relationship with patients, Cherokee Indian Hospital staff, department heads, and programs of the Eastern Band of Cherokee Indians.
• Incumbent shall maintain a valid North Carolina driver’s license.

Education/Experience

Minimum requirements include graduation from an appropriately accredited four-year college or university in a related field and two years of experience in the management of administrative activities of a business or governmental program; or an equivalent combination of education and experience.

Mental/Visual/Physical

Work involves standing and sitting. Must be able to see, hear and communicate well with others. Position requires moderate, and at times extensive, amount of walking to facilitate execution of contracting materials.

Responsibility for Equipment

Incumbent shall be responsible for proper use of computer, copier, and all office equipment.

Environment

The incumbent will share office space and be provided with desk and computer accommodations. May be required to attend meetings and other functions outside of the office. There are moderate risks of exposure to infectious disease, radiation, and other hazards.

Responsibility for Others

Incumbent shall maintain cordial interaction with department coworkers, hospital staff, transportation/delivery personnel, commercial vendors, patients, and tribal programs. This interaction affects the overall mission of the Contracting Department in funding and procuring services for a managed care program for patients and CIHA staff.

Customer Service

Consistently demonstrates superior customer service skills to patients/customers by demonstrating characteristics that align with CIHA’s guiding principles and core values. Ensure excellent customer service is provided to all patients/customers by seeking out opportunities to be of service.