BNACTEP Administrative Assistant

BNACTEP STEM

Classified, Regular Full-Time – Schedule D

12 months / 26 Pay Periods (Grant Funded)

Non-exempt

The levels of supervision received (chain of command) are:

• BNACTEP Director
• President

None

Under the direction of the BNACTEP Director, the BNACTEP Administrative Assistant provides administrative, program, and student support necessary to accomplish the goals and objectives of the BNACTEP program. The position coordinates day-to-day office functions; assists with program activities, purchasing, records, payments, data collection, and grant documentation; and provides support for student career-readiness, internship, apprenticeship, and employment activities. The Administrative Assistant also assists with employer and community outreach, career events, student placement tracking, and the maintenance of career-development resources in accordance with BNACTEP grant requirements and established Blackfeet Community College policies and procedures.

• Assist with coordination of BNACTEP activities, events, workshops, trainings, and Career Center activities for students.
• Assist with scheduling Career Center events, workshops, employer visits, guest speakers, job fairs, recruitment activities, and networking opportunities.
• Plan, organize, develop, and distribute letters, flyers, mailers, electronic notices, and other materials to publicize BNACTEP and Career Center activities.
• Contact and schedule guest speakers, employers, tribal programs, community organizations, and other workforce partners for workshops, events, and career activities as directed by the BNACTEP Director.
• Maintain career-development resources, occupational information, job boards, internship and apprenticeship opportunities, and other career-readiness materials for students.
• Assist students with basic career-readiness support, including resumes, cover letters, job applications, employment resources, and information regarding internship, apprenticeship, and employment opportunities.
• Provide follow-up communication with students regarding available employment, internship, apprenticeship, and career-development opportunities.
• Assist the BNACTEP Director with employer and community outreach and scheduling employer or work-site visits as directed.
• Maintain current employer, tribal program, community organization, and workforce partner contact information and records.
• Assist with tracking student internships, apprenticeships, job placements, employer contacts, student participation, and placement outcomes for grant reporting and program records.
• Maintain spreadsheets used to collect student attendance, grade, retention, stipend, placement, and other required program information.
• Maintain the BNACTEP grant filing system, sign-in sheets, statistics, program records, and supporting documentation in accordance with established procedures.
• Assist the BNACTEP Director with monitoring the grant budget and participate in expenditure or budget meetings as requested.
• Maintain an inventory of BNACTEP equipment and materials and assist with or process purchasing in accordance with College procedures.
• Maintain a calendar of payment dates for contractors, tutors, students, presenters, vendors, and other program-related payments; ensure required timesheets and supporting documents are submitted timely.
• Ensure required Business Office documentation for purchasing, stipends, vendor payments, and other program expenditures is complete and submitted in a timely manner.
• Assist with collecting, organizing, and maintaining data and documentation needed for BNACTEP grant reports, program evaluation, and compliance requirements.
• Attend meetings, conferences, seminars, and trainings as recommended that relate to BNACTEP program operations, career services, and student support.
• Maintain an organized office, program files, storage areas, and student resource areas.
• Perform other duties necessary to the function of Blackfeet Community College and the BNACTEP program as assigned.

• Associate degree Office Management, Business Administration, Secretarial Science, Social Work, Human Services, or a related field required.
• Minimum of two years of experience with directly related job skills in typing, word processing, data entry, computer operations, records management, and general office management required.
• Experience working with students, career services,…