Special Project Assistant - Planning Department

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, (Twitter, Facebook, LinkedIn, Instagram, etc.) 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 (HIPPA, HITECH, etc).
• Ability to learn and apply program/agency operating policies and procedures.
• Ability to manage multiple priorities and tasks concurrently and meet deadlines; ability to take verbal instruction and prioritize assignments and deadlines of varying importance or urgency.
• Ability to work independently with minimal supervision, as well as with teams.

KIC Competencies

Cultural Competency: To be respectful and responsive to the health beliefs, practices, and cultural and linguistic needs of KIC Tribal Members. Developing cultural competence is an evolving, dynamic process that takes time and occurs along a continuum.

Commitment: To serve Tribal Members and set a high standard for yourself in your performance; strive for results and success; convey a sense of urgency and bring issues to closure; and stay persistent despite obstacles and opposition.

Customer Service: Meet/exceed the expectations and requirements of internal and external customers; identify, understand, and monitor the needs of both internal and external customers; always talk and act with customers in mind; and recognize working colleagues as customers.

Effective Communication: Ensure important information is passed to those who need to know; convey necessary information with respect, clearly and effectively orally or in writing

Responsiveness and Accountability: Demonstrate a high level of conscientiousness; hold oneself personally responsible for one's own work; and do the required fair share of work.

Minimum Qualifications (Education & Experience)

• High School Diploma or GED equivalent.
• Minimum three years’ experience in community development, planning, administrative support, or secretarial experience, AND;
• Minimum one year of project coordination or executive assisting required.
• A combination of relevant experience, education, and training may substitute for education and experience requirements on a year-for-year basis.
• Proof of valid driver's license with acceptable driving record.

Preferred Qualifications (Education & Experience)

• Associates' Degree with focus in business, urban or rural planning, project management, GIS, finance, administration, or related field.
• Experience in community clinic preferred and a strong commitment to multi-disciplinary teamwork.

Working Conditions

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and/or sit. The employee is occasionally required to walk, sit, climb, or balance. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and depth perception. The noise level in the work environment is usually average.

Conditions of Hire

• May be required to possess and maintain a valid driver's license or capable of obtaining one, as well as be insurable by KIC’s company insurance.
• KIC is a Drug-Free Workplace. All employees must adhere to KIC drug and alcohol policies and procedures to ensure a safe workplace. Employees must pass a pre-employment and subsequent random and/or for cause drug and alcohol screening to be eligible for and maintain employment.
• KIC has several positions that must comply with the P.L. 101-630 Indian Child Protection and Family Violence Protection Act (ICPA); all employment offers in the "covered" classification are conditional until KIC has received a Federal criminal background check verifying eligibility to work in these programs.

This Job Description describes the essential duties and qualifications. It is not an exhaustive statement of all the job duties, responsibilities, or qualifications; management has the exclusive right to alter or add to this job description at any time without notice. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional duties as assigned.