Special Project Assistant

Special Project Assistant

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306 MAIN ST - KETCHIKAN, AK 99901

Salary Range $27.03 - $40.55 Hourly Position Type Temporary Full-Time Job Shift M-F 8am-5pm Category Tribal Planning

Job Summary The Special Projects Assistant will provide comprehensive organizational and administrative support to the executive and management staff of the Administration. Special Projects Assistant will also ensure the smooth coordination and completion of Tribal projects and activities and tasks necessary to support department staff in fulfilling key duties.

Individual will perform specialized administrative tasks of varying complexity in the service of achieving project-based goals and objectives in line with the department's strategic plan. Duties will be carried out with varying levels of independence within established guidelines and policies under the general supervision of the Tribal Planner.

Special Projects Assistant will further the operations and development of the Tribe and other duties as assigned by management to support department functions.

Job Duties & Responsibilities Planning, scheduling and coordinating key meetings, conferences, teleconferences. Attending and participating in appropriate administrative and/or committee meetings. Managing calendars and scheduling appointments for executive staff. Provide support and information to employees, stakeholders, and administration as needed. Facilitates necessary duties for management by coordinating travel, purchasing, scheduling, and providing general support and assistance. Support the operational development of the Tribe's procurement policy in concert with other Tribal Development & Planning staff through development of procurement requests and bid advertisements as part of the procurement team.

Assist with coordination of the Tribe's grant writers and departments.

Carries out initiatives for improvement of administrative services or department functions. Takes a systems approach to problem solving and process improvement, involving key staff and stakeholders. In cooperation with the Tribal Planner, prepares presentation information to explain and discuss departmental policies, goals, and objectives outlined in the Tribe's strategic and comprehensive plan.

Coordinate document preparation for reports and follow-up by administration. Assist in ongoing implementation tracking and review of the Tribe's plans. Read, research, prepare presentations, spreadsheets, and other documents using verbal and written input. Ensures project completion by correspondence with employees, stakeholders, administration, grant writers, and others to facilitation timely completion and quality functioning through term of a project.

Review and respond to SSBCI application questions and the program as a whole, in coordination with the Tribal Planner.

Other duties as assigned.

Necessary Knowledge, Skills, and Abilities
• Ability to be flexible in order to perform at the highest level as a team player.
• Ability to create, implement and apply a budget.
• Knowledge of print, digital, as well to communicate to tribal members the services available.
• Ability to utilize maximum degree of professionalism and diplomacy with those who may be experiencing a high degree of stress both mentally and/or physically (both tribal members and co-workers).
• Strong understanding and sensitivity to American Indian/Alaska Native (AI/AN) Tribal culture and lifestyle, working effectively with AI/AN populations.
• Effective oral and written communication skills with sensitivity to the lifestyles of targeted participants; ability to communicate professionally over the telephone and in person in a positive and clear manner.
• Skills in operating personal computers using a variety of computer software; skills in Microsoft Office 365 Suite or related software.
• Ability to establish and maintain cooperative working relationships with management, coworkers, and outside contacts.
• Ability to maintain strict confidentiality and comply with all applicable federal and tribal privacy laws and KIC policy (HIPAA, HITECH, etc.).
• Ability to learn and apply program/agency operating policies…