Administrative Assistant (RHC)

Position Summary

The Administrative Assistant serves as a key strategic and operational partner to the Director of Tribal Member Services, functioning as the primary point of contact for internal and external stakeholders. This position provides high-level administrative, executive, and operational support, ensuring the effective coordination of departmental activities, priorities, communications, and initiatives.

The Administrative Assistant exercises independent judgment, discretion, and initiative to manage complex schedules, confidential information, executive communications, and cross-departmental coordination. This role is critical to maximizing the efficiency, effectiveness, and professionalism of the Tribal Member Services Department while supporting service delivery to Tribal Members.

Essential Duties/Responsibilities

Administrative Support

• Manage and maintain the Director’s complex calendar, including scheduling meetings, coordinating locations, confirming and rescheduling appointments, and independently determining scheduling priorities to accommodate urgent or high-level meetings.
• Serve as a trusted administrative partner to the Director by preparing, drafting, and editing professional correspondence, reports, memoranda, and a high degree of accuracy and confidentiality.
• Coordinate travel arrangements, prepare and reconcile expense reports, and manage department-related purchasing and budget tracking in accordance with organizational policies.
• Screen, organize, prioritize, and route incoming communications, mail, and requests, exercising sound judgment in determining appropriate responses or escalation.
• Maintain organized electronic and physical filing systems; ensure accurate record retention, document archiving, and data integrity for departmental records.

Operational & Project Coordination

• Identify, prioritize, track, and follow up on action items, deadlines, and projects, ensuring timely completion and proactive communication with the Director.
• Anticipate upcoming commitments and prepare the Director in advance by compiling briefing materials, summaries, reports, presentations, and relevant background information.
• Prepare, review, and edit presentations, reports, and meeting materials for internal leadership, committees, and external stakeholders.

Communication & Stakeholder Relations

• Serve as a liaison between Tribal Member Services and internal departments, external partners, clinics, and Tribal entities, fostering collaboration, trust, and clear communication.
• Organize and support departmental, committee, or other meeting types as assigned, including preparation and distribution of agendas, meeting materials, and accurate meeting minutes.

Confidentiality & Leadership Support

• Maintain the highest level of discretion and confidentiality.

Safety & Compliance

• Perform all duties in compliance with organizational safety policies, ergonomic standards, and required protective protocols to ensure personal and workplace safety.
• Actively promote a safe, respectful, and professional work environment for all staff and Tribal Members.
• Perform other related duties as assigned by the Supervisor.

Qualifications

• Required Education & Experience
• Minimum 18 years of age.
• An equivalent combination of education and progressively responsible administrative experience, Associate’s degree preferred.
• Demonstrated experience providing high-volume administrative support, preferably in a healthcare, Tribal, or governmental environment.
• Bilingual English/Spanish preferred but not required.

Knowledge Skills and Abilities

• Exceptional written and verbal communication skills with the ability to communicate professionally across diverse audiences.
• Proven ability to manage multiple priorities, deadlines, and confidential matters simultaneously with minimal supervision.
• Strong independent judgment, discretion, and problem-solving skills.
• High level of proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and related office technologies.
• Outstanding organizational skills and attention to detail.
• Advanced editing, grammar, and document formatting skills.
• Strong interpersonal skills with the ability to build trust and maintain positive working relationships.
• Knowledge of Rolling Hills Clinic structure, standards, procedures, and protocols (or ability to quickly acquire).
• Ability to adapt to and communicate effectively with Tribal Members, community interest groups, agencies, and medical facilities serving the American Indian community.
• Proficient in English (reading, writing, speaking, and listening).

Licenses/Certificates

• Valid BLS Certification
• Valid, unrestricted California Driver’s License with a satisfactory driving record, that meets organizational insurance and safety requirements.

Pre-Employment Requirements

• Pre-employment drug testing.
• Department of Justice fingerprint clearance through Federal, State, and Child Abuse Index.

Working Environment & Physical Demands

Working Environment: The work environment is performed in and out of the healthcare settings. The noise level in the work environment is usually low to moderate. Will work with blood-borne pathogens and will require OSHA training. This job routinely uses standard office equipment such as computers, telephones, photocopiers, and fax machines. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk, hear, frequently is required to stand, walk, sit, use hands to finger, handle, or feel; and reach with hands, arms, and stoop. The employee must occasionally lift and/or move up to 50 pounds. Position may require exertion up to 20 pounds of force occasionally and/or up to 20 pounds of force frequently or constantly lift, carry, push, pull or otherwise move objects. Able to safely push and pull a wheelchair. Specific vision abilities required by this job include close vision, distance vision, color vision peripheral vision, depth perception and ability to adjust focus.

Other Requirements of Employment

Background Check Requirements:

Pre-employment Drug Testing and a Department of Justice Fingerprinting clearance through Federal, State and Child Abuse Index is a contingency for an offer of employment. Criminal clearances are obtained to protect the welfare and safety of clients receiving services at Rolling Hills Clinic.

Vaccination Requirements:

Provide vaccination records to show proof of immunity for TB, Measles, Mumps, Rubella, Varicella, TDAP & Hep B. If the records are more than 10 years old, titers are required to confirm immunity.

"Native Preference in hiring is given to qualified enrolled members of Paskenta Band of Nomlaki Indians and Native Americans in accordance with the Band’s Preference Policy (Chapter 1-715 of the Paskenta Band of Nomlaki Indians Tribal Policies). Applicants claiming Indian Preference must submit verification of Indian certified by tribe of affiliation or other acceptable documentation of Indian heritage.”

Employment with Rolling Hills Clinic is voluntarily entered into. All RHC personnel are employed on an at-will basis. At-will employment may be terminated with or without cause, and with or without notice at any time by the employee or by RHC. No manager, supervisor, or employee of the organization has any authority to enter into an agreement for employment for any specified period of time or to make an agreement for employment other than at-will terms. The job description does not constitute an employment agreement between Rolling Hills Clinic and employee and is subject to change by the Paskenta Band of Nomlaki Indians.