Program Assistant - Echo Cliffs

Tuba City Regional Health Care Corporation; Arizona; On-site; USD 38,000 - 52,000; Full time

Job summary

Tuba City Regional Health Care Corporation seeks a Program Assistant to provide advanced administrative support to the Public Health Nursing (PHN) Department. You will coordinate administrative functions, assist with grant tracking and reporting, manage communications, and maintain records to support community health services.

Role collaborates with the PHN Director and team to support planning, reporting, purchasing, and operational activities, including meetings, documentation, and EHR

Qualifications

• High school diploma or GED.
• 2 years of working experience in a fast-paced office environment with ability to manage multiple tasks and meet deadlines.
• Demonstrated ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Provides administrative support with independent judgment; collaborates with other departments to ensure efficient daily operations.
• Prepares agendas, records meeting minutes, and distributes documentation to staff.
• Drafts professional correspondence, reports, presentations, and program documents.
• Drafts visual presentations as needed to promote communication.
• Assists in preparing executive level reports for senior leaders, board, and grantors.
• Schedules and organizes meetings, travel, training, conferences, and other activities.
• Manages spreadsheets tracking financial, clinical, and personnel data; coordinates with grants and finance for purchases.
• Works independently or in teams on special projects for the PHN Director.
• May act as liaison with other departments and outside agencies; handles confidential information.

Skills

Confidentiality

Customer service

Communication

Organization

Time management

Independent work

Teamwork

Multitasking

Data tracking

Verbal/written communication

Education

High school diploma or GED

Tools

Word

Excel

PowerPoint

TEAMS

Outlook

Job description

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 advanced administrative and program support to the Public Health Nursing (PHN) Department. The Program Assistant supports program operations by coordinating administrative functions, assisting with grant tracking and reporting, managing departmental communications, and maintaining organized records and documentation. The incumbent works closely with the PHN Director and PHN team to support program planning, reporting, purchasing, and operational activities that contribute to the effective delivery of public health services to the community. Responsibilities include coordinating meetings and training activities, maintaining program documentation, assisting with financial tracking and purchasing processes, preparing reports and presentations, supporting electronic health record (EHR) documentation workflows, and ensuring efficient communication within the department and with external partners.

Qualifications

NECESSARY QUALIFICATIONS

Education:

High school diploma or GED

Experience:

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

Other Skills and Abilities:

• Demonstrated ability to maintain confidentiality and handle sensitive information.


• Exceptional customer service and interpersonal 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.


• Strong organizational and time management skills with ability to manage multiple priorities.


• Strong written and verbal communication skills.


• Proficient in Microsoft Office Programs (Word, Excel Spreadsheets, Power-point, TEAMS, Outlook).


• Ability to develop spreadsheets and track financial, operational, and program data.


• 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

Physical

This position requires the incumbent to be able to sit, walk, twist, and reach for ¾ workday in prolonged time. Incumbent must be able to ½ workday frequently bend, climb, kneel, crouch, and maintain balance. This position occasionally will need to drive. The position requires the incumbent to have the ability to occasionally lift, push and pull over 100lbs; knowing when to ask and obtain assistance whereas to prevent strain or sprain from pushing, pulling or lifting. Sensory requirements for position include prolonged ability for near vision, color vision, hearing normal speech, seeing fine details, and using a telephone. The incumbent must be able to frequently use far vision, depth perception and hear overhead pages over a loudspeaker. The incumbent must have the ability to use both hands in prolonged amounts of time for simple and firm grasping, fine manipulation, and use of keyboards.

Mental

The incumbent must have the mental & emotional ability to prioritize and use good judgment. The incumbent must t be able to coordinate a variety of issues with intermittent interruptions; have strong communication skills; prolonged ability to cope with high level of stress; make decisions under high pressure; cope with anger/fear/hospitality of others in a calm way; manage altercations; concentrate; handle multiple priorities in stressful situation; demonstrate high degree of patience; adapt to shift work; and, work in areas that are close and crowded. Incumbent frequently must have a high degree of flexibility and be able to work along.

Environmental

Incumbent may frequently be exposed to hazardous and moving equipment. Occasionally exposed to infectious disease, chemical agents, extremes in temperature or humidity, unprotected heights, load noises. Incumbent must be able to accept a flexible schedule to meet unit needs.

Responsibilities

ESSENTIAL FUNCTIONS

1. Provides administrative support using independent judgment to accomplish duties and meet customer needs in a timely manner. Works in collaboration with other departments, organizes and prioritizes to ensure efficient daily operations.


2. Prepares agendas, records meeting minutes, and distributes documentation to staff as needed.


3. Drafts and prepares professional correspondence, reports, presentations, and program documents.


4. Drafts and prepares visual presentations that are professional and promote excellence in communication, as needed.


5. Assists in preparing executive level reports to present to TCRHCC Senior Leaders, TCRHCC Board of Directors, Tribal, Community correspondences, Senior Leaders, Grantors, outside business/organization groups, etc.


6. Schedules and organize complex activities such as meetings, travel, educational training, conferences and other activities.


7. 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 requests, department travel and training expense requests/reports.


8. Works independently and/or within a team on special nonrecurring and recurring projects at the request of the PHN 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.


9. May act as a liaison with other departments and outside agencies; manages confidential and non-routine information and explains policies when necessary.


10. Possesses the ability to be flexible and coachable in learning new processes, adjusting to change which includes taking direction from PHN Director and other department heads.


11. Establishes, develops, maintains and updates filing system for the assigned department. Retrieves information as needed.


12. Assists in Community by providing distribution of food, water and other necessary essentials to community members who are in isolation or quarantine.


13. Ensure proper PPE is always worn 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.


14. Complete all donning and doffing tasks in a safe acceptable method and discard of used PPE accordingly. (see CDC website for most current updates)


15. 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.


16. Performs other duties as assigned within the PHN department goals and objectives.