Employment Opportunities

The Human Resources Assistant provides administrative, clerical, recruitment, and customer service support to the Absentee Shawnee Tribal Health Authority (ASTHA) Human Resources Department. This position is critical to the success of the Human Resources Department and serves as the first point of contact for applicants, employees, visitors, and community members seeking Human Resources assistance.

The Human Resources Assistant represents ASTHA and the Human Resources Department by providing professional, courteous, and responsive customer service. This position requires a positive attitude, a welcoming demeanor, strong communication skills, and the ability to maintain confidentiality while assisting employees and applicants. When questions or concerns cannot be immediately resolved, the Human Resources Assistant is expected to research the issue, obtain accurate information, and ensure timely follow-up.

This position supports all aspects of Human Resources operations, including recruitment, onboarding, personnel record maintenance, employee communication, special projects, accreditation support, and community outreach. The Human Resources Assistant plays an important role in promoting ASTHA as an employer of choice and ensuring a positive experience for applicants and employees.

• Serve as the primary point of contact for applicants, employees, visitors, and callers contacting the Human Resources Department.
• Greet applicants, employees, and visitors in a professional, courteous, and welcoming manner.
• Answer and route incoming telephone calls to the appropriate Human Resources staff member.
• Respond to employee and applicant questions regarding Human Resources policies, procedures, benefits, employment opportunities, and general Human Resources services.
• Provide information regarding current job openings, application procedures, and employee benefits.
• Ensure employee and applicant inquiries are addressed accurately and timely.
• Follow up on questions and concerns that cannot be immediately resolved.
• Maintain confidentiality of all employee, applicant, and organizational information.
• Assist with recruitment activities and the interview process.
• Assist in processing incoming employment applications and maintain applicant records.
• Contact applicants and schedule interviews.
• Participate in interviews as requested.
• May assist the HR Recruiter by requesting and tracking background checks, reference checks, and pre-employment drug screenings.
• Assist with extending employment offers when authorized.
• Prepare and send applicant correspondence, including rejection notifications.
• Assist employees with new hire onboarding and required employment documentation.
• Maintain recruitment files and hiring documentation.
• Support workforce development initiatives and employment programs.
• Maintain employee personnel files, both electronic and paper, ensuring accuracy, completeness, and timely filing.
• Conduct audits of employee files and Human Resources records for compliance and accuracy.
• Enter invoices and supporting documentation into Microix.
• Maintain Human Resources databases, reports, and records.
• Assist with statistical reporting, research projects, and departmental reporting requirements.
• Monitor and maintain office supplies and Human Resources forms.
• Ensure Employee Handbooks, orientation materials, and Human Resources documents are current and available.
• Ensure office equipment is properly maintained and serviced.
• Process incoming and outgoing mail.
• Perform general clerical duties including copying, scanning, filing, faxing, data entry, document preparation, and email correspondence.
• Assist with Human Resources projects and departmental initiatives.
• Support 477 Program coordination activities, including applicant processing and documentation requirements.
• Assist with accreditation, compliance, and audit activities, including maintenance of student and personnel records.
• Coordinate processing and documentation for medical students completing clinical rotations within ASTHA.
• Assist with Healthcare Summer Intern Program activities and coordination.
• Support workforce development, educational partnerships, and internship programs.
• Assist with employee engagement initiatives and special events.
• Participate in projects that improve Human Resources operations and services.
• Represent ASTHA at career fairs, recruitment events, educational institutions, and community outreach activities.
• Promote ASTHA as an employer of choice by sharing information about employment opportunities, employee benefits, organizational culture, and career development opportunities.
• Build positive relationships with applicants, students, community organizations, and educational institutions.
• Assist with recruitment marketing and outreach efforts to attract qualified candidates.
• Schedule meetings, interviews, training sessions, and orientations.
• Coordinate conference registrations and facility reservations.
• Assist with Human Resources meetings and employee events.
• Maintain calendars and schedules for Human Resources activities.
• Provide administrative support to Human Resources leadership and staff.
• Perform other duties as assigned.

• High School Diploma or GED.
• Associate degree or equivalent coursework from an accredited college or university in Human Resources, Business Administration, Healthcare Administration, or a related field preferred.
• One (1) to two (2) years of Human Resources, administrative support, recruitment, or customer service experience required.
• Experience working in a Native American Tribal Health System, governmental healthcare organization, or similar healthcare environment preferred.

• Knowledge of general Human Resources and office administration practices.
• Strong customer service skills and commitment to providing exceptional service.
• Ability to communicate effectively both verbally and in writing.
• Strong interpersonal skills and the ability to establish positive working relationships with individuals of varying social and cultural backgrounds.
• Strong organizational, planning, and time management skills.
• Ability to prioritize tasks and manage multiple projects simultaneously.
• Excellent attention to detail and accuracy.
• Strong problem-solving and follow-up skills.
• Ability to exercise sound judgment and determine when issues should be escalated.
• Ability to work independently and collaboratively within a team environment.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Dependability, professionalism, and strong work ethic.
• Willingness to learn Native American Human Resources practices and healthcare-related Human Resources processes.
• Must have a valid Oklahoma Driver’s License.
• Must be able to pass a background check drug test.

• Must be able to sit, stand, stoop, bend or kneel for long periods of time.
• Sitting or standing or walking for long period of time; occasional bending, squatting, kneeling, stooping; good finger dexterity and feeling; frequent repetitive motions; talking hearing and visual acuity.
• Frequent lifting (up to 20 lbs)
• Occasional lifting (up to 40 lbs)

The Absentee Shawnee Tribe of Oklahoma (AST) is committed to Equal Employment without regard to race, religion, color, gender, national origin, age, disability, or sexual orientation. However, in accordance with the Indian Preference Act (Title 25 U.S. Code 472 and 473) preference in filling vacancies are given to qualified Indian candidates. AST will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990 and its amendments.

Native American Preference/EEO/Drug Free/Smoke Free Workplace