Administrative Assistant

Description

Great Lakes Inter-Tribal Council is a non-profit organization formed by the Native American Tribes of Wisconsin. We serve all WI tribes by providing administration of grant-funded programs either directly or with sub grants. Programs range from Child and Maternal services to Education to Disability and Elder benefits. Our Mission is:
To Enhance the Quality of Life for all Native People.

This position provides administrative and clerical support to the Epidemiology Program Director. This individual will be expected to carry out a broad range of duties, acting as nearly invisible support, is highly self-motivated, works with minimal supervision, always exhibits a professional demeanor, maintains confidentiality, and can prioritize tasks in a fast-paced environment. Daily attendance is an essential function of this position.

• Under the direction of the Director, coordinates and provides all administrative and clerical support for the program, the Director and Staff.
• Supports the Fiscal Assistant in financial matters. Provides backup to maintain department activities.
• Responds to telephone and email inquiries and correspondence from program partners and communities. Forwards and redirects information in a professional and prompt manner.
• Helps with the coordination and arrangement of external meetings and conferences by reserving and preparing facilities.
• Arranges conferences and meetings including scheduling, coordinating, and confirming meeting locations, accommodations, travel arrangements, notification of staff and other participants.
• Assists Program Staff with travel related questions including arrangements, travel advances and reimbursements.
• Formats, copies, and assembles reports, newsletters, brochures, publications, training materials, etc.
• Coordinates program mailings. Develops and updates program directories and mailing lists.
• Records and maintains minutes of meetings.
• Organizes and maintains files systems. File correspondence and other records.
• Orders and maintains supplies, arranges for equipment maintenance, and maintains equipment inventories.
• Completes contracts as needed.
• Able to multi-task and prioritize requests.
• Monitors program vehicles.

• Engages in networking activities to ensure awareness of services available.
• Assure that all services are delivered in a culturally sensitive manner.
• Participates on various committees outside and within the organization as deemed necessary and appropriate to the position and supervisor.
• Attends all training sessions and meetings as scheduled.
• Attends technical conferences and seminars to stay current on technological advances.
• Performs other duties as assigned and necessary to fulfill the responsibilities of this position.

Reports directly to the Epidemiology Program Director. Daily contact with all program staff and other departments to obtain and share information. Occasional contact with federal and state agencies for purposes of remaining current on various issues and providing current information and meeting requirements for the service area.

Supports the mission of Great Lakes Inter-Tribal Council. Demonstrates a basic understanding of tribal customs, traditions, values, and beliefs. Quality, quantity, accuracy, timeliness and thoroughness of work performed; quality of communications and development of good working relationships with others internal and external to the organization; honesty and integrity in the execution of all activities; customer satisfaction with services provided; maintain and comply with all GLITC policies and procedures;

reliability in reporting to work regularly and on time; soundness of business decisions made; maintain the integrity of confidential business information; stay current in field and utilize that information where practical. Demonstrates a friendly and helpful approach and attitude to internal and external customers; professionalism; and commitment to the job.

Any equivalent combination of experience and education that would provide the required knowledge and abilities is qualifying.
Preferred: Two-year degree in administrative/office support services or related field. There is a minimum of four years of experience required in administrative support, preferably with senior leadership teams. Experience with a Native American Tribal…