Program Assistant - HPDP (DH9409) - Tuba City Regional Health Care Corporation

Navajo Preference Employment Act :In accordance with Navajo Nation and federal law, TCRHCC has implemented an Affirmative Action Plan pursuant to the Navajo Preference in Employment Act.  Pursuant to this Plan and corresponding TCRHCC Policy, applicants who meet the necessary qualifications for this position and (1) are enrolled members of the Navajo Nation, Hopi Tribe, or San Juan Southern Paiute Tribe will be given preference in hiring and employment for this position, (2) are legally married to enrolled members of the Navajo Nation, Hopi Tribe, or San Juan Southern Paiute Tribe and meet residency requirements will be given secondary preference, and (3) are enrolled members of other federally-recognized American Indian Tribes will be given tertiary preference.Overview:

POSITION SUMMARY

This position provides professional administrative support for the Health Promotion and Disease Prevention (HPDP) Program Director and the HPDP department. Responsibilities include but is not all inclusive to assisting the HPDP Program Director with special and ongoing projects to ensure that goals and objectives are being met to achieve maximum efficient outcomes; responsible for management and tracking of grant funds; answering routine and non-routine correspondence with internal contacts of the organization; organization/management of filing system; and  assembling highly confidential and sensitive information and dealing with a diverse group of important external callers and visitors. Additionally, this position will provide high level secretarial support to include word processing, excel, power-point, Allscripts, filing, accurate financial record keeping, coordination of meetings, meeting minutes and conferences, ordering equipment, obtaining quotes and supplies, direct mailings, and all other assigned clerical responsibilities. Work schedule may consist of evenings and weekend, as needed. This position is grant funded.

Qualifications:

NECESSARY QUALIFICATIONS

       Education:

High school graduate or GED

 

Experience:

Must have a minimum of two (2) years working in a fast-paced office environment with demonstrated ability to manage and prioritize multiple tasks and demands while meeting deadlines.

Certification:

• Must have and maintain a Basic Life Support Certification (BLS) from the American Heart Association (AHA) or obtain within three (3) months of hire date
• Must maintain and have an unrestricted current valid state driver’s license

Other Skills and Abilities:

A record of satisfactory performance in all prior and current employment as evidenced by positive employment references from previous and current employers.  All employment references must address and indicate success in each one of the following areas:

• Exceptional customer service skills.
• Positive working relationships with others.
• Possession of high ethical standards and no history of complaints.
• Reliable and dependable; reports to work as scheduled without excessive absences or tardiness.
• Ability to work independently and contribute in a team environment.
• Must have a high level of interpersonal skills to handle sensitive and confidential situations; continually requires demonstrated poise, tact, and diplomacy.
• Must be able to handle multiple tasks, and highly organized.
• Must have excellent written and verbal communication skills and proofreading skills.
• Proficient in Microsoft Office Programs (Word, Excel Spreadsheets, Power-point, TEAMS, Outlook)
• Completion of and, above-satisfactory scores on all job interviews, demonstrating to the satisfaction of the interviewees and TCRHCC that the applicant can perform the essential functions of the job
• Successful completion of and positive results from all background and reference checks, including positive employment references from authorized representatives of past and current employers demonstrating to the satisfaction of TCRHCC a record of satisfactory performance and that the applicant can perform the essential functions of the job
• Successful completion of fingerprint clearance requirements, physical examinations, and other screenings indicating that the applicant is qualified to be employed by TCRHCC and demonstrating to the satisfaction of TCRHCC that the applicant can perform the essential functions of the job
• Submission of all required employment-related documents, applications, resumes, references, and other required information free of false, misleading, or incomplete information, as determined by TCRHCC.

MENTAL AND PHYSICAL EFFORT

The physical and mental demands described here are representative of those that must be met by an   employee to successfully perform the essential functions of this job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical:

Incumbent must have ability to frequently sit, stand, walk, drive, and bend. Must have ability to occasionally climb, kneel, crouch, twist, maintain balance and reach. The position requires the ability to occasionally lift, push and pull over 100lbs. Sensory requirements for position include prolonged ability for near vision, color vision, hearing normal speech, frequent ability of far vision, depth perception and telephone use, and occasional ability for seeing fine details and hearing overhead pages. Incumbent must have ability to use both hands in prolonged simple grasping, fine manipulation, and use of keyboards as well as occasional firm grasping.

Mental:

Must be able to prioritize and use good judgment.  Must be able to coordinate a variety of issues with intermittent interruptions.  Must have strong communication skills. Must have ability of prolonged concentration, frequent ability to cope with high levels of stress, make decisions under high pressure, manage altercations, handle multiple priorities in stressful situation, demonstrate high degree of patience, and work in areas that are close and crowded. Must have ability to occasionally cope with anger/fear/hostility of others in a calm way, handle a high degree of flexibility, work alone, and adapt to shift work. Incumbent must frequently accept a flexible schedule to meet unit needs.

Environmental:

Incumbent may frequently be exposed to dust, fumes, gases, and loud noises. May occasionally be exposed to infectious diseases, chemical agents, and unprotected heights.

Responsibilities:

ESSENTIAL FUNCTIONS: 

1. Provides secretarial support using independent judgment to accomplish duties and meet customer needs in a timely manner. Sorts and distributes mail. Works in cooperation with other departments, organizes and prioritizes large volumes of information and calls.
2. Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes, responsible for accuracy and clarity of final copy.
3. Must be able to create and develops visual presentations that are professional and promotes excellence in communication, as needed.
4. Assists in preparing executive level reports to present to TCRHCC Senior Leaders, TCRHCC Board of Directors, Tribal, Community correspondences, Senior Leaders, SDPI Grantors, outside business/organization groups, etc.
5. Schedules and organizes complex activities such as meetings, taking minutes for HPDP team, travel, educational training, conferences and other activities.
6. Possess the skills and knowledge of creating spread sheets to track financial, clinical and personnel data, etc. Communicate, work closely and collaborate with Grants Director/Accountant, Finance Dept., Accounts Payable, and General Services to completed purchases outlined by grant guidelines. Account management for purchasing request, department travel and training expense requests/reports.
7. Works independently and/or within a team on special nonrecurring and recurring projects at the request of the HPDP Program Director, or designee. Understands (if need, clarifies) and carries out his/her role as a team member to complete projects or meet the objective of the office, department and organization.
8. May act as a liaison with other departments and outside agencies; handles confidential and non-routine information and explains policies when necessary.
9. Possesses the ability to be flexible and coachable in learning new processes, adjusting to change which includes taking direction from HPDP Director and other department heads.
10. Establishes, develops, maintains and updates filing system for the assigned department. Retrieves information as needed.
11. Assists in coverage of the Administrative Assistant with HPDP department.
12. Takes on other duties as assigned within the HPDP department goals and objectives.
13. Assists Community Connectors by providing distribution of food, water and other necessary essentials to community members who are in isolation or quarantine.
14. Assists the Contract Tracing team by performing contact tracing activities for patients testing positive for COVID-19,and conducting negative results calling.
15. Assists the Screening/Greeters at various entry points to ensure appropriate screening for all patients and visitors entering the TCRHCC campus.
16. Ensure proper PPE is worn at all times while on duty including but not limited to, face mask, gloves, gown, isolation gown, NIOSH-approved N95 filtering facepiece respirator or higher, if available), and eye or face shield when needed.
17. Complete all donning and doffing tasks in a safe acceptable method and discard of used PPE accordingly. (see CDC website for most current updates)
18. Complete task training for all routine cleaning and decontamination processes for all surfaces contaminated by a communicable disease to ensure a high level of patient, visitor, employee, and external customer satisfaction.
19. Performs other duties as assigned.