Administrative Assistant - Diabetes Program - Clinic - Tulsa

Minimum Qualifications

Education – Completion of a program or training in medical office technology, public health, healthcare or business administration, or related field is required. An Associate Degree is preferred.

Experience – A minimum of two (2) years related administrative or program support experience preferably in healthcare, public health, diabetes services, or community-based health program.

Licenses & Certification – None required.

Knowledge & Skills –

1. 
   

   Knowledge of the IHS, and Muscogee (Creek) Nation Division of Health Administration, Contract Health Service and Tribal Health Policies and Procedures, safety procedures, and filing

   
   


2. 
   

   Familiarity with diabetes programs, healthcare services, chronic disease prevention (preferred), or public health programs.

   
   


3. 
   

   Knowledge of medical terminology, general healthcare operations, and healthcare billing processes.

   
   


4. 
   

   Basic understanding of purchasing, accounting procedures, budget tracking, and financial documentation.

   
   


5. 
   

   Ability to manage data systems and electronic health or program databases.

   
   


6. 
   

   Proficiency utilizing a PC in a Windows environment and work with MCN Health patient database.

   
   


7. 
   

   Strong organizational skills with the ability to prioritize multiple tasks independently with minimal supervision.

   
   


8. 
   

   Ability to maintain a professional demeanor and accurately complete assignments in a timely manner. Incumbent should have excellent verbal and written communication skills.

   
   


9. 
   

   Ability to interact professionally with administration, patients, families, staff, and community partners orally and in writing.

   
   

JOB SUMMARY

The Diabetes Program Administrative Assistant provides administrative and programmatic support to the Diabetes Program Director and Manager and assists with the day-to-day operations of the Diabetes Program. The position supports program administration through scheduling and meeting coordination, purchasing and requisitions, budget tracking, correspondence, record maintenance, data collection, report preparation, staff and program communications, and grant-related administrative activities.

The Administrative Assistant works closely with Diabetes Program leadership and staff to promote efficient operations, timely completion of administrative requirements, accurate documentation, and compliance with Muscogee (Creek) Nation Department of Health, IHS, grant, and program requirements.

 WORK ENVIRONMENT

Work is performed in an office and community-based setting. The position may involve interaction with patients, healthcare providers, and community organizations.

PHYSICAL DEMANDS

Work involves standard office duties. Must be able to adapt to changing priorities and program needs. Light lifting may be required.

ESSENTIAL FUNCTIONS

Satisfactory job performance will be determined by successful execution of the following:

1. 
   

   Serves as the Administrative Assistant to the Diabetes Program Director and Manager and provides support to department staff as directed.

   
   


2. 
   

   Serves as point of contact for program inquiries, providing accurate information about Diabetes services.

   
   


3. 
   

   Assists with calendars, meetings, training schedules, travel arrangements, meeting materials, agendas, correspondence, and other administrative activities.

   
   


4. 
   

   Processes purchasing, requisitions, invoices, travel documentation, and other financial or administrative requests within established timeframes.

   
   


5. 
   

   Assists with budget tracking, expenditure monitoring, and maintenance of supporting financial documentation.

   
   


6. 
   

   Prepares and maintains routine monthly, quarterly, annual, and other program reports.

   
   


7. 
   

   Assists with collection, organization, tracking, and maintenance of program data, performance measures, and required documentation.

   
   


8. 
   

   Provides general office support.

   
   


9. 
   

   Inventory and maintain office supplies, issues requisition for equipment, services and supplies.

   
   


10. 
    

    Support communication and coordination with Diabetes Program staff, clinic leadership, healthcare providers, vendors, community partners, and other MCN departments.

    
    


11. 
    

    Provide administrative support for grant compliance and reporting requirements.

    
    


12. 
    

    Maintain organized filing systems for program operations.

    
    


13. 
    

    Regular attendance is required.

    
    


14. 
    

    Performs other duties as assigned.