Administrative Assistant

Job Purpose/Summary

The Administrative Assistant at Sacred Path Indigenous Wellness Center plays a crucial role in providing administrative and organizational support to ensure the smooth functioning of the agency's operations. This role involves assisting in various administrative tasks, maintaining records, coordinating communication, and contributing to the efficient operation of the agency's programs and services. They are responsible for gift card purchases/distribution, ensuring the timely submission of timesheets/invoices, and tracking credit card purchases and documentation. They support programs in fulfilling funding source requirements (e.g., maintaining databases, preparing applications/reports, tracking required information, setting up calendars) and keep the Resource Center Manager and CEO updated on any problems. The Administrative Assistant provides assistance to the Resource Center Manager, CEO and select members of the team. Must be in office, unless otherwise directed by their supervisor or CEO.

Essential Duties & Responsibilities

• Assist in day-to-day administrative tasks such as data entry, document preparation and record-keeping
• Attend meetings and take notes
• Set up and maintain calendars
• Maintain databases and submit reports to fulfill contract requirements
• Register clients with Sacred Path and enroll them in the Family Resource Center.
• Manage gift card purchase and distribution process, as well as other program purchases
• Assist in the logistical planning and coordination of agency events, workshops, and training sessions
• Assist with food preparation or pick ups for events, set up, clean up for workshops or events when needed
• Help prepare materials (e.g., flyers, sign-in sheets), set up venues, and provide on-site support during events.
• Maintain communication with internal staff to facilitate smooth operations
• Attend outreach/workshops/events as needed.
• Schedule Zoom meetings
• Assist in coordinating office equipment, maintenance and repairs
• Assist with administrative support for the Sacred Path DayCare facility
• Assist in processing invoices & reimbursements; tracking expenses and maintain accurate financial records.
• Handle sensitive client and personnel information with discretion and maintain strict confidentiality
• Ensure compliance with agency policies, procedures, and relevant regulations
• Keep the Supervisor/CEO well informed regarding activities, pending issues and potential problems.
• Complete tasks by the deadline and work with the team to meet goals.
• Occasional evening and or weekend work may be required
• Other duties, as assigned or required, to fulfill the mission of Sacred Path.

Experience & Qualifications

• Minimum 3 years experience in administrative roles or office management
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace, Zoom
• Strong organizational skills with attention to detail and accuracy
• Ability to type at least 30 words per minute
• Excellent communication and interpersonal skills
• Able to manage multiple tasks, prioritize effectively and use sound judgment
• Proactive planner and willing to learn new skills
• Experience managing databases and evaluations
• Able to work independently and with a team in a professional and efficient manner

Education
Bachelors degree

License/Certifications
Not applicable

Patient Care and Customer Service

• Deliver exceptional customer service to clients and their families, addressing inquiries, concerns, and complaints in a timely and compassionate manner.
• Resolve any issues related to patient care or service delivery and escalate matters as necessary.

Communication/Interpersonal Skills

• Interact with people in a professional and respectful manner, both verbally and in writing.
• Some key skills in this area include active listening, clear verbal/written communication, empathy, compassion, cultural humility, conflict resolution, problem-solving, collaboration, time-management, advocacy, adaptability and adhering to ethical standards such as confidentiality.

Technology Skills

• Must be able to use a computer or laptop to complete needed tasks for the job
• Excel, Word, Google Workspace (Sheets, Docs), iPad, electronic health record
• Utilize technology tools for virtual meetings

Position Qualification Preferences
Experience working with the American Indian/Alaska Native community.

Work Environment
The work environment characteristics described here are typical of those an employee will encounter while performing the primary functions of this job. Normal office conditions exist, and the noise level in the work environment can vary from low to moderate.

Physical Demands
The physical demands described are typical of those required by an employee to perform the primary functions of this job successfully. While performing the duties of this job, the employee is required to stand, walk frequently, sit, bend, twist, talk, and hear. There are prolonged periods of sitting, keyboarding, reading, as well. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include reading, distance, computer, and color vision. Talking and hearing are essential to communicate with vendors, and staff.

Mental Demands
There are various deadlines associated with this position. The employee must also multi-task and interact with many people on a variety of issues.

Performance Expectations
In the performance of their respective tasks and duties, all employees of Sacred Path are expected to conform to the following:

• Uphold professional ethics and confidentiality in handling sensitive information and maintaining client privacy.
• Adhere to all relevant policies, procedures, and regulations, ensuring compliance with healthcare and social service industry standards and best practices.
• Interact in an honest, trustworthy, and dependable manner with clients, employees, and vendors, keeping in mind the primary purpose of client care and safety.
• Possess cultural awareness and sensitivity
• Demonstrate proficiency in the essential job duties and responsibilities, consistently meeting or exceeding performance targets and quality standards.
• Be proactive in anticipating challenges and bring concerns to the attention of the CEO/Supervisors as soon as possible.
• Maybe required for events to show up