Administrative Assistant

Job Announcement

Position Title: Administrative Assistant / Travel Coordinator 

Department: Administration

Supervised By: Executive Manager

Location: Alpine

Status: Non-Exempt

Posted: November 2025

Closing Date: Until Filled

Compensation: $ $25.72/hour DOE

Grant: N/A

Hours: Full time, Monday-Friday, 8:00AM-4:30PM. Flexible schedule may be required based on the need.

GENERAL STATEMENT OF RESPONSIBILITIES:

Under Supervision from the Executive Manager, The Administrative Assistant/Travel Coordinator is responsible for managing operator and travel coordination functions, ensuring all tasks are completed accurately, efficiently, and within established timelines. Key duties include operating the S.I.H.C. telephone system with professionalism, overseeing timely mail collection and distribution, and coordinating travel arrangements seamlessly. This position requires exceptional organizational and analytical skills, attention to detail, and a collaborative approach, along with the ability to follow instructions and build positive relationships within the organization and with external partners.

SPECIFIC DUTIES AND RESPONSIBILITIES:

1. Operates main telephone system for incoming calls. Transfers calls and/or takes messages for SIHC employees.

1. Responsible for checking in and out all visitors including deliveries, while following policy and procedures for screening. 

1. Provides administrative support to the Executive Manager and SIHC departments by assisting with office projects and tasks. Responsibilities include document preparation (typing, scanning, copying), report development, mail and courier processing, presentation and binder assembly, and other assigned duties to ensure efficient office operations.

1. Responsible for maintaining organized administrative areas and managing supply needs for the Administration department, copy room, and boardroom. Oversees inventory control and ensures timely ordering of all administrative supplies.

1. Responsible for Administration carpool vehicle and conference room reservations

1. Corresponds meeting planning and set up including but not limited to preparing documents and coordinating food and drink orders. 

1. Provides Administrative support and calendar management for the Chief Medical Officer of Quality Compliance and the Chief Compliance Officer, ensuring schedules are organized and maintained as needed.

1. Provides assistance to take meeting minutes and notes for Board of Director and Staff Meetings as necessary. 

1. Manages all mailroom operations, including operating the postage meter, applying postage, and scheduling mail pickups. Responsible for mailing correspondence, opening and distributing incoming mail, and maintaining an accurate log of checks while coordinating with the Fiscal Department.

1. Operates and performs routine business machines including fax, copier, printer, postage meter, etc.

1. Coordinates comprehensive travel arrangements for all employees and the Board of Directors, including transportation, lodging, conference registration, and per diem processing. Ensures compliance with organizational policies and timely preparation of travel documents.

1. Manages travel-related financial and administrative tasks, such as collecting receipts, reconciling expenses, maintaining ledgers, and closing out travel records. Provides updates to employees, monitors travel costs, and ensures all documentation is accurate and complete.

1. Support in Administration record retention and accreditation requirements. 

1. Complies with all SIHC policies & procedures. 

1. Ability to work flexible schedule may be required based on need.

1. Other duties as assigned.

QUALIFICATIONS:

Education/Experience A High School diploma or GED certificate is required.  Minimum of two years of experience providing administrative support, including receptionist duties, customer service, record management, and travel coordination. Possesses strong communication and organizational skills. Requires computer literacy with proficiency in Microsoft Word and Excel (or similar spreadsheet applications). Experience with computerized accounting systems such as AccuFund is preferred. Familiarity with organizing virtual meetings and managing electronic filing systems is also desirable. Must be at least 18 years of age or older with an understanding of nonprofit organization.

Must be able to type at least 30 words per minute and demonstrate proficiency with basic technology and computer applications. Must accurately proofread and review correspondence to ensure clarity, correctness, and compliance with organizational standards. Must deliver clear and concise verbal communication and interact graciously and professionally with the public. Must maintain absolute confidentiality and take accurate telephone messages. Must be punctual and ready to begin work promptly at 8:00 a.m. when incoming calls start.

Licenses/Certifications:  A valid driver's license is required and must be maintained throughout employment. Applicant must be able to travel throughout the organization's service area including all SIHC site locations. Current certifications and/or licenses appropriate to the positions required education and profession.

Character:  Applicants must have a reputation for honesty and trustworthiness.   Must be responsible and able to exercise good judgment, accept administrative supervision, pay attention to detail, follow instructions, including the ability to interact effectively and communicate with people in a professional and courteous manner.  Must be highly confidential and work as a team with other staff.  Applicants should be sensitive to client's needs.

Skills: Strong team building, interpersonal, and organizational skills. Ability to establish and maintain effective peer relationships with coworkers within the Department, clinic-wide, and the public. Must be able to express ideas clearly, concisely, address audiences effectively, and exercise balanced judgment in evaluating situations and making decisions. Willing to be part of a team and cooperate in accomplishing department goals and objectives. Ability to prioritize, meet deadlines, take initiative, be proactive, and function in a rapidly changing environment. Ability to work with people of all social and ethnic backgrounds, resolves conflicts, negotiates situations, and facilitates consensus. 

Physical and Personal Requirements: Normal clinic/office environment. Sit or stand for long periods of time. Reach, bend, climb, stoop, lift up to 25 lbs. repetitive hand movement; use and view PC. Reliable transportation and car insurance as required by the state. Travel as needed.

Compliance: Each employee plays a key role in creating a compliance culture at SIHC. Employees are expected to learn and comply with all SIHC policies and procedures. One must have the ability to understand the implications and complexities of all compliance policies. Participation in all compliance training is mandatory, and generally has a heightened awareness of policies and regulations that are specific to one's department and position. All SIHC employees are expected to report violations or suspected violations of compliance policies or regulations. 

Other: Applicants must successfully pass a pre-screening tuberculin skin test or x-ray and a blood/urine drug screening test.  Health must be adequate to perform all duties of the position.  Applicants must complete SIHC Application and Authorization Form, both must be submitted to Human Resources prior to the close date indicated.

INDIAN PREFERENCE: 

INDIAN PREFERENCE: In the filling of any SIHC job vacancy, preference may be given to qualified Native American Indians, pursuant to the Indian Preference Hiring Act, 25 USC 472,  unless other laws require the filling of a vacancy without regard to Indian preference (e.g.   Public Law (P.L , "Indian Health Care Improvement Act (IHCIA).   To receive Indian Tribe ore for any SIHC position, the applicant must be enrolled, or be eligible for enrollment, as an American Indian with their Tribe, or must be certified as an American Indian from the designated Tribal Representative. Applicants claiming Indian preference must attach verification of their claim to the SIHC application, including Certification of form BIA-4432, which is available from the SIHC Human Resources Department. If verification is not or cannot be verified, the applicant will not receive Indian preference for purposes of the interview.