Executive Assistant - Laboratory

In accordance with Navajo Nation and federal law, TCRHCC has implemented an Affirmative Action Plan pursuant to the Navajo Preference in Employment Act. Preference in hiring and employment is given to applicants who meet the necessary qualifications and are (1) enrolled members of the Navajo Nation, Hopi Tribe, or San Juan Southern Paiute Tribe, (2) legally married to enrolled members of these tribes and meet residency requirements, or (3) enrolled members of other federally-recognized American Indian Tribes.

About the role

This position provides professional administrative support for the Laboratory department. Responsibilities include assisting the Director of Laboratory Services with special and ongoing projects to ensure goals and objectives are met, handling routine and non-routine correspondence, assembling confidential information, and managing interactions with a diverse group of internal and external contacts. The role also involves high-level secretarial support, including word processing, financial record keeping, meeting coordination, and other clerical duties.

Responsibilities

• Provides administrative support to the Laboratory department.
• Assists the Laboratory Department with ongoing and special projects, often requiring independent judgment to determine the best course of action.
• Creates and develops professional visual presentations to promote excellence in communication.
• Acts as a liaison with other departments and outside agencies, handling confidential and non-routine information.
• Works independently or within a team on special projects at the request of leadership.
• Demonstrates flexibility and coachability in learning new processes and adjusting to change.
• Upholds the missions and vision of TCRHCC and abides by its policies and procedures.
• Creates spreadsheets to track financial, clinical, and personnel data.
• Assists in preparing executive-level reports for lab meetings, tribal correspondence, and external business groups.
• Provides secretarial support, including:
  • Scheduling and organizing meetings, travel, training, and conferences.
  • Taking minutes and managing complex activities.
  • Establishing, developing, and maintaining a filing system for the Laboratory.
  • Sorting and distributing mail, drafting responses, and handling routine information requests.
  • Organizing and prioritizing large volumes of information and calls.
  • Typing and designing correspondence, memos, charts, tables, graphs, and business plans.
  • Proofreading documents for accuracy, spelling, grammar, and layout.
• Provides clerical and administrative support for the Laboratory leadership team, including organizing timekeeping records and personnel documents.
• Collaborates with the Director of Laboratory Services in managing the laboratory fiscal budget.
• Ensures annual contracts are renewed and procurement processes are completed for purchase orders and capital items.
• Tracks employee contact information and schedules interviews in coordination with laboratory leads and director.
• Assists with fiscal budgeting by providing updated quotes, contract renewals, and service agreements.
• Coordinates day-to-day recordkeeping and project management for the laboratory.
• Manages travel and training expense reports.
• Utilizes electronic communication systems and software to complete daily job functions.
• Takes on other duties as assigned.
• Ensures proper PPE is worn at all times, including face masks, gloves, gowns, respirators, and eye protection, following CDC guidelines for donning and doffing.
• Completes routine cleaning and decontamination processes for surfaces contaminated by communicable diseases.

Requirements

• High school diploma or GED.
• Two (2) years of experience as an Office Assistant, Administrative Assistant, Secretary, or Executive Assistant.
• Proficient in Microsoft Office Programs (Word, Excel, PowerPoint, Outlook).
• A record of satisfactory performance in prior and current employment, as evidenced by positive references addressing:
  • Positive working relationships with others.
  • High ethical standards and no history of complaints.
  • Reliability and dependability, with consistent attendance.
  • High level of interpersonal skills to handle sensitive and confidential situations with discretion, poise, tact, and diplomacy.
• Excellent written and verbal communication skills, including proofreading.
• Ability to work under tight deadlines in a fast-paced environment.
• Strong customer service skills and ability to work as a key team member with diverse professional staff.
• Successful completion of job interviews, background checks, reference checks, fingerprint clearance, and physical examinations.
• Submission of all required employment-related documents free of false, misleading, or incomplete information.

Skills

• Ability to prioritize and use good judgment in high-pressure situations.
• Strong coordination skills to manage multiple issues with intermittent interruptions.
• Mental and emotional resilience to cope with stress, flexibility, and patience.
• Ability to work alone and handle multiple priorities in stressful situations.
• Occasional ability to manage anger, fear, or hostility of others calmly and work in close or crowded areas.

Mental and Physical Effort

The physical and mental demands described here are representative of those required to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Physical:
  • Mostly sedentary work requiring prolonged sitting, with occasional standing, walking, twisting, reaching, and bending.
  • Ability to carry items such as books, papers, or files up to 50 pounds.
  • Prolonged ability for far vision, near vision, color vision, depth perception, and fine detail recognition.
  • Ability to hear normal speech, overhead pages, and use a telephone.
  • Prolonged hand manipulation, including simple/light grasping, firm/heavy grasping, fine manipulation, and keyboard use.
  • Occasional need for a flexible schedule to meet unit needs.
• Mental:
  • Ability to prioritize tasks and use good judgment under pressure.
  • Capacity to coordinate a variety of issues with intermittent interruptions.
  • Emotional resilience to handle high levels of stress, flexibility, and multiple priorities.
  • Ability to work alone and demonstrate patience in stressful situations.
  • Occasional need to manage anger, fear, or hostility of others calmly.

Environmental

• Occasional exposure to infectious diseases and hazardous or moving equipment.
• Occasional need for a flexible schedule to meet unit needs.