Administrative Support Assistant

Duties May Include:

• Receive, route, and track incoming and outgoing materials including controlled or routine correspondence, reports, memoranda, and other written communications; use standard or form letters to reply to inquiries; prepare outlines for correspondence and reports.
• Perform office automation duties to prepare correspondence, forms, and reports including technical material, graphs, and charts; enter information into established databases and tracking systems; provide qualified typing services.
• Maintain appointment and meeting schedules for the Director and senior staff members as directed; serve as point of contact for conference room scheduling; coordinate and attend meetings; prepare meeting minutes and follow up on action items.
• Receive and screen telephone calls and visitors from within and outside the organizational unit; respond to general inquiries; resolve issues of a general nature and refer complex matters to the supervisor for resolution.
• Perform timekeeping duties in ITAS; prepare travel requests for first duty and transfer employees; assist new employees with travel voucher completion; purchase supplies utilizing prescribed procurement guidelines; establish and maintain filing systems.
• Coordinate orientation of new staff and contractors; track required training completion for all staff; adapt to and utilize IHS IT systems including EHR and/or RPMS; perform work with multicultural patients and interpreters as necessary for non-English speaking patients.

Requirements

Required Qualifications:

• High School Diploma or GED — proof required prior to assignment
• Valid motor vehicle operator's license — may be required to operate Government-Owned (GSA) vehicles
• Demonstrated placement as an Administrative Support Assistant within the past 5 years on projects similar in size and scope — documentation must be included with proposal submission
• Ability to successfully complete Level 1 NACI background investigation with fingerprinting (HSPD-12) and CNACI character investigation (PL 101-630) via NBIS eAPP prior to start of services
• This position requires on-site work at a federal healthcare facility operated by HHS/IHS. Individuals must meet all federal facility health and immunization requirements as a condition of site access. Proof of compliance will be required after a conditional offer of employment. Reasonable accommodations will be considered where legally required.
• Ability to complete all required IHS training within 30 days of start: Protecting Children from Sexual Abuse (IHM Circular 19-05), Trauma-Informed Care and Historical Trauma, ISSA, and Fraud, Waste, and Abuse
• Compliance with Federal Code of Conduct and all IHS, HIPAA, and Privacy Act requirements governing patient information
• Ability to perform on-site, Monday through Friday, 8:00 AM – 5:00 PM

Desired Qualifications:

• Proficiency in MS Word, MS Excel, and Microsoft Teams
• Database and file management skills
• Basic financial literacy and supply procurement experience
• Event coordination and logistics management experience
• Spanish language proficiency — strongly preferred given Santa Fe, NM patient population demographics
• Prior experience with government timekeeping systems (ITAS or equivalent)
• Prior experience with Electronic Health Records (EHR), RPMS, or similar clinical information systems
• Prior administrative support experience in a federal healthcare, tribal health, or clinical environment
• Experience supporting executive-level scheduling and calendar management

Benefits

At Trinity Global Consulting (TGC), we value our employees and provide a comprehensive benefits package that includes:

• Medical, Dental & Vision Coverage – Coverage for eligible employees and family through CareFirst and VSP.
• Paid Time Off – PTO granted in accordance with contract requirements.
• Paid Holidays – 11 federal holidays observed annually.
• Disability & Life Insurance – Short-term/long-term disability, life insurance, and AD&D coverage included.
• 401(k) Retirement Plan – Competitive plan managed through Ameritas.
• Professional Training – Formal training provided as required, with additional learning opportunities based on role.