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Executive Assistant II

Company: The Chickasaw Nation
Location: Ada
Posted on: May 15, 2024

Job Description:

Executive Assistant II - 8918*Ada, OK - Full Time*_Posted 6 days ago - Apply before May 26, 2024_*Apply**Save*DescriptionWe are currently looking for a Full Time Executive Assistant II to join our Office of Under Secretary of Medical Staff and Quality team located at the Chickasaw Nation Medical Center.*Summary:*Provides administrative support for the Division and the Executive Officer. Responsibilities will include assisting with the coordination of files and records for the division. This position will also provide support to the Division Directors and managers as needed.*Responsibilities:** Assists with all aspects of travel arrangements* Coordinates travel arrangements* Prepares and processes travel requests, travel claims and check requests* Develops and performs detailed administrative tasks and functions to assure an accurate and timely flow of information needed for prudent administrative decisions* Assists with organizing the planning process for strategic growth of all current and developing programs, inclusive of planning, implementation and expansion of programs and services, as well as other entities within the department* Prepares and provides meeting minutes, agenda creations, and distribution of documents for meetings* Provides coverage/assist with the front reception desk as needed* Schedules staff meetings, conferences, and events* Manages and orders office inventory, equipment, uniforms and other operational supplies* Creates and submits requisitions according to departmental needs* Maintains files, logs, and records* Assists as directed in budgetary expenditures* Creates and maintains the scheduling of division vehicle maintenance* Assists managers with timekeeping in the time management system* Maintains managements calendar of appointments and staff meetings* Routes, logs, prepares and/or distributes incoming and outgoing mail* Prepares individual and group correspondence* Assists with the composition and preparation of routine correspondence, drafts, and narratives* Provides administrative support to the Executive Officer and above* Assists the division with internal forms including; delegation of authority, meal and mileage reimbursement, continuing education, equipment excess, etc* Assists with day-to-day operations of the division or facility* Updates and maintains division job descriptions, organizational charts, and employee records* Assists in the administration of federal grants and contracts* Completes all required departmental documentation* Answers the phone, transfers calls, takes messages and screens calls per guidelines for areas served* Scans documents into software* Participates in performance improvement activities to measure, assess and improve the quality of assigned work area* Maintains confidentiality, security, and integrity of data and information* Handles routine customer complaints and incidents, exhibiting the appropriate discretion to identify situations that require the attention of supervisory personnel* Ensures employees and resources complete assigned training and development* Provides guidance and or participates in the onboarding of new staff when necessary* Maintain knowledge of and enforce all laws, rules, regulations, policies and SOPs for assigned area, e.g. MICS, TICS, hospital standards, health codes, food sanitation, accounting principles, etc.* Prepares weekly reports* Prepares monthly reports* Prepares quarterly reports* Prepares annual reports* All other duties as assigned*Competencies:*Essential:* Follow instructions, both written and oral* Adhere to all scheduling and attendance requirements* Maintains strict confidentiality in all matters* Focus on a single task for pro-longed periods of time* Must be detail-oriented* Ability to work independently* Honesty, truthfulness, reliability, accountability* Read, understand and apply regulations and policies* Ability to multitask* Organizes work and assigned area logically and orderly* Define problems, collect data and establish facts* Builds effective working relationships* Organizational and time-management* Communicates verbally with team, departments, guests and management* Writes effective communications with team, departments, guests and management*Skills:*Essential:* Must be familiar with the MS Office Suite of products* Printers and scanners*Experience:*Essential:* 2 years directly related experience*Education:*Essential:* High School, GED or EquivalentNonessential:* Bachelors Degree in directly related fieldNonessential:* Bachelors degree or additional years of experience in lieu of degree*Credentials:*Essential:* Pass general background check* Standard Driver's License*Working Conditions:*Essential:* Fast-paced* Works in an office setting* Pass pre-employment drug test* Sometimes bend, kneel, stoop, push, reach* Sometimes lift and or carry up to 25 lbs* Sitting up to 75% of shift#INDJob Type: Full-timeWork Location: In personby Jobble

Keywords: The Chickasaw Nation, Norman , Executive Assistant II, Other , Ada, Oklahoma

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