Special Assistant to the Chief Operations Officer

Alaska Native Medical Center   •  

Anchorage, AK

Industry: Healthcare

  •  

5 - 7 years

Posted 46 days ago

Job Description

JOB SUMMARY:  Under general supervision facilitates leadership interactions between ANTHC Chairman and President and others.  Supports the ANTHC Chairman and President in performing a variety of analytical, assessment and administrative tasks, including office organization, support of governance, records maintenance, reception, scheduling and general assistance.

REPRESENTATIVE DUTIES
Attends all ANTHC Board of Directors meetings and Board of Directors committee meetings. Works with staff at all levels of the organization to gather information and related materials for Board of Directors Meetings and Committee Meetings.  Ensures all meeting materials are provided in a complete and timely manner in accordance with ANTHC Bylaws, policies and directives. Ensures preparation of meeting minutes for Board of Directors. 

Coordinates all aspects for Board of Directors Meetings, to include the Annual Meeting and Committee Meetings including agenda preparation, materials, travel, meeting location and coordination of presenters/presentations.

Provides support to the Board of Directors and Senior Leadership as necessary and directed by ANTHC Administration. Reconciles expense reports. Coordinates meeting information packets, presentations and prepares agendas. Develops PowerPoint presentations when necessary, arranges for meetings, and reserves necessary facilities. Works closely with other ANTHC departments to ensure communication of board directed actions/activities. 

Assists the Chairman and President in handling matters of policy and organizational importance. Manages special projects as assigned by the Chairman and President. Prepares and compiles documents for leadership and the Board of Directors. Provides technical support to the Board of Directors. Ensures cross-system coordination with ANTHC and its business partners to meet the mission and vision of ANTHC.

Prepares and proofreads speeches, reports and other presentations.  Assures satisfaction of internal and external stakeholders, contributes to the strategic planning objectives for ANTHC related to customer satisfaction and serves as a resource person providing accurate information about ANTHC services.
Facilitates and supports the participation of the Chairman and President in intergovernmental meetings at the local, regional, statewide and national levels. Supports and assists the Chairman and President in assessment of opportunities, situational analysis, responding to external inquires and obligations and development of strategies.

Prepares travel arrangements for the Chairman and President and Board of Directors. Travels frequently to meetings with or on behalf of the Chairman and President. Performs administrative duties to help prepare department publications, promotional materials and various reports. Composes, edits, compiles, and formats these documents.

May attend leadership meetings throughout the Consortium and partner organizations to maintain an awareness of relevant issues.

Represents the Chairman and President as directed. Performs other duties as assigned.

Required Skills

KNOWLEDGE and SKILLS 
Knowledge of advanced office technology and procedures.
Knowledge of privacy laws and regulations.
Knowledge of basic purchasing and travel preparation processes.
Knowledge of customer service concepts and practices.
Knowledge of standard regulations and principles of federal Alaska Native and Native American programs, related to research, data collection and analysis.
Knowledge of Tribal government and federal government functions.
Knowledge of Alaska Native culture and the Alaska Tribal Health System.
Knowledge of standard budgeting and budget analysis.
Knowledge of process for policy development, and problem identification with associated resolution.
Knowledge of continuous quality improvement concepts, theories, and practice.
Knowledge of Robert’s Rules of Order
Skill in analyzing and evaluating complex topics and issues and makes recommendation for improvement or solution.
Skill in proof-reading with a high level of accuracy and attention to detail.
Skill in working independently, making decisions and maintaining confidentiality.
Skill in establishing and maintaining cooperative working relationships with others.
Skill in multi-tasking and working within deadlines to complete projects and assignments.
Skill in operating office equipment.
Skill in oral and written communication and negotiating across all levels of management, specifically in speech writing.Skill in proof-reading with a high level of accuracy and attention to detail.
Skill in operating office equipment.
Skill in oral and written communication and negotiating across all levels of management, specifically in speech writing.
Skill in analyzing customer service issues and preparing recommendation based on findings.
Skill in establishing and maintaining cooperative working relationships with others.
Skill in working independently, making decisions and maintaining confidentiality.
Skill in multi-tasking and working within deadlines to complete projects and assignments.

Required Experience

MINIMUM EDUCATION QUALIFICATION
A Bachelor's degree in business or a related field. Progressively responsible professional/exempt work experience may be substituted on a year-for-year basis for college education.

MINIMUM EXPERIENCE QUALIFICATION
Non-supervisory - Five (5) years of senior level professional executive supportexperience. An equivalent combination of relevant education and/or training may be substituted for experience.

PREFERRED EXPERIENCE QUALIFICATION
Professional executive supportexperience in a tribal healthcare setting.

ADDITIONAL REQUIREMENTS
May be required to possess an Alaska driver's license with a clean driving record. Incumbent will be required to travel to other locations in Alaska and nationally. May be required to work outside the traditional work schedule. 

MINIMUM PHYSICAL REQUIREMENTS
The following demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Must be able to lift approximately 20 pounds.