Overview
Executive Assistant – Medical Affairs (Remote) Jobs in Colorado at Tolmar Inc.
GENERAL SUMMARY
The Family Services Office Manager provides administrative expertise to support the Nisqually Tribal Family Services (NTFS) Programs and Services. This role ensures smooth office operations, program coordination, logistical planning, budget and grant management, and compliance with policies, contracts, and personnel procedures. Additionally, the position oversees facility and safety management, data and file organization, and ensures adherence to federal, state, and tribal regulations.
This position ensures the confidentiality, security, and accuracy of records, and promotes positive employee, customer, and community relations. Strong written and verbal communication skills are required and outstanding customer service to fellow employees, customers, vendors, etc. is expected. Regular attendance is required, and on occasion, later hours or weekend time may be required with project deadlines and a neat well-groomed professional appearance is essential at all times.
PRIMARY RESPONSIBILITIES
Primary responsibilities are the basic job duties that an employee must be able to perform. This list of responsibilities is intended to be representative of the duties performed within this classification. The omission of a function does not preclude management from assigning duties not listed if such duties relate to the position.
Oversee daily administrative operations to ensure seamless communication and coordination of programs, services, and staff.
Manage databases, reporting, records, staff schedules, and front-office operations to optimize efficiency.
Manage incoming calls and visitors, directing them to appropriate staff members or services based on their needs.
Prepare and distribute internal and external communications.
Maintain compliance with applicable laws, policies, procedures, and personnel regulations.
Assist in the development and updating of program manuals, policies and procedures.
Ensure the protection and secure backup of sensitive data in accordance with privacy protocols and organizational guidelines.
Process and track administrative forms, including personnel actions, purchase requisitions, contracts, and grant/funding agreements, ensuring accuracy, compliance, and timely submission.
Assist in tracking multiple budgets, ensuring expenses are in compliance with funding guidelines, and that reporting and deliverables are met as required.
Revise and update outreach materials, including brochures, flyers, website content, and newsletters to effectively communicate program information and services.
Schedules meetings, makes training and travel arrangements, and maintains calendars for the program/department.
Represent the department at meetings, conferences and community events as needed.
Track and ensure staff licensure, training, and certification are up to date and in compliance with all requirements.
Supervise administrative staff, providing support and mentoring while ensuring alignment with the department head’s guidance and direction.
Notify staff of administrative updates, ensure timely completion of timesheets, and manage leave
requests to maintain efficient operations.
Assist with implementation of the strategic plan and compliance initiatives.
Ensure that the Nisqually Tribal Family Services (NTFS) program and its services comply with all relevant federal, state, and tribal laws.
Maintain compliance with HIPAA and Confidentiality (CFR 42) legal requirements.
Plan and coordinate events and activities to enhance engagement and participation within the community.
Ensure facility security and safety protocols are upheld.
Perform other duties as assigned.
MINIMUM QUALIFICATIONS
Education and Experience
Bachelor’s degree in administration or related fields from an accredited college or university.
Three years of experience in office management or a combination of comparable amount of experience and/or education.
Two years of supervisory experience in an office setting.
Must possess a valid Washington State Driver’s license and maintain a driving record that meets the minimum requirements established by Nisqually Indian Tribes vehicle insurance provider.
Must pass a pre-employment drug screen and criminal background check.
Ability to work with vulnerable populations, including adults and children.
Must pass a State and National (FBI) criminal history background check prior to employment.
PREFERRED QUALIFICATIONS
Knowledge of the Nisqually Indian Tribe’s history, customs, traditions, and ability to demonstrate cultural sensitivity.
Experience working with Federally Recognized Tribes.
Experience in family or social services programs.
SUPERVISION
This position trains, supervises, and evaluates assigned administrative program staff. This position reports to the Family Services Director.
COMPETENCIES
Possesses the knowledge, skills, and abilities to successfully perform the primary responsibilities of the position.
Knowledge of:
Knowledge of family services or social services programs, practices, regulations, and case management process, and resources to support individuals and families effectively.
Knowledge of or ability to learn about the Nisqually Indian Tribe’s history, customs, and traditions, with the ability to demonstrate cultural sensitivity in interactions and service delivery.
Understanding of the unique needs and dynamics of Federally Recognized Tribes, particularly in relation to family and social services.
Knowledge of standard office and administrative procedures, including daily operations, document management, and organizational systems
Knowledge of administrative and clerical processes, including office software, file and record management, transcription, form design, and other office procedures and terminology.
Knowledge of fiscal processes, budgeting, financial reporting and grant management.
Familiar with contract management processes, ensuring compliance, and overseeing services agreements.
Knowledge of business and management principles involved strategic planning, resource allocation, data management, human resources modeling, leadership technique, production methods, personnel management, and coordination of people and resources.
Knowledge of Tribal, Federal, and state laws, codes and regulations regarding Family/Social service programs.
Knowledge of fiscal processes, budgeting, financial reporting and grant management.
Knowledge of confidentiality requirements and legal regulations related to handling sensitive client information.
Knowledge of client interaction protocols, including phone etiquette and handling sensitive situations with professionalism.
Skilled in:
Skilled in organizing, leading, supervising, and motivating staff while providing support to ensure a productive and efficient work environment.
Strong verbal and written communication abilities, including drafting reports, memos, and correspondence.
Skill in managing conflict or difficult situations, particularly with clients or staff and proficient in de-escalation techniques.
Ability to:
Ability to manage multiple tasks, prioritize duties, and maintain smooth office workflow.
Ability to plan and execute programs, events, and activities that enhance engagement and encourage participation.
Ability to resolve issues efficiently, especially in a dynamic environment with diverse client needs.
Ability to effectively balance administrative duties, manage schedules, and meet deadlines, and maintain accurate records and documentation in a fast-paced, high-pressure environment.
Ability to adjust to changes and handle several tasks simultaneously without compromising accuracy or service quality.
Ability to make sound decisions, often under time constraints, regarding office operations and client needs.
Ability to work effectively as part of a multidisciplinary team in a family service context, coordinating with various departments and external agencies.
Ability to build and maintain positive relationships with tribal and community members, fostering trust and collaboration in service delivery.
Ability to remain empathetic and patient while working with diverse clients, ensuring their needs are met in a compassionate and professional manner.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this position. While performing the duties of this position, the employee is frequently required to stand; walk; use hands; handle; feel; or grip objects, stretch and/or reach with hands and arms; stoop; crouch or work in cramped or awkward positions; repetitive motions. This person may regularly lift and/or move up to 30+ pounds. Specific vision abilities required by this position include close vision, distance vision, depth perception, and ability to adjust to focus.
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Title: Executive Assistant – Medical Affairs (Remote)
Company: Tolmar Inc.
Location: Colorado
