Connecting with our Youth Program AssistantJob Summary: The Program Assistant provides administrative support to program staff. The incumbent is responsible for a variety of tasks including, but not limited to, updating and maintaining program records, coordinating travel and events and assisting with reports.
Essential Functions: Coordinate project activities under the direction of the Program Manager and/or Director. Aid in the completion of contracts and purchase orders. Submit and track travel requests. File and track project expenses in both paper copies and spreadsheets. Assist in obtaining quotes and supplies for all program-related activities. Maintain accurate and up-to-date records on program activities. Aid in phone coverage for the program and GPTCHB. Assist with scheduling meetings, workshops, and tribal site visits. Copy and assemble handouts for meetings/events. Assist with reviewing and submitting reports, grants, and other project documents. Attend meetings and record notes/minutes for meetings as requested. Actively participate in meetings/events by providing ideas and suggestions on initiatives. Aid in recruitment and outreach for participants in workshops and events. Must comply with federal laws and regulations as required by the Health Insurance Portability and Accountability Act (HIPAA). Performs related duties.
Professional Behavior Effectively plan, organize workload and schedule time to meet the demands of the position. Work in a cooperative and professional manner with OHC and GPTCHB staff. Treat Great Plains tribes and collaborators with dignity and respect. Utilize effective verbal and written communication skills. Advance personal educational development by attending training sessions and seminars as appropriate. Exemplify excellent customer service with tribal stakeholders, health board colleagues, program partners, service recipients, visitors and guests. Foster a work environment of wellness, courtesy, friendliness, helpfulness and respect. Relate well and work collaboratively with coworkers and all levels of staff in a professional manner. Consistently demonstrate respect for and acceptance of differing capabilities, cultures, gender, age, sexual orientation and/or personalities. Maintain and ensure organizational privacy and confidentiality. Handle crisis and tolerate stress professionally. Be self-directed and take proactive initiative to assist others. Resolve issues with other departments and coworkers without direct supervision if needed. Exercise flexibility to alter plans/routines when situations require and continue to perform without projecting stress/frustration that would adversely affect the work environment. Promote an alcohol, tobacco and drug-free lifestyle. Embrace modes of appearance and attire that reflect a professional presence. Adhere to GPTCHB policies and procedures. Other duties as assigned by the Supervisor
Requirements Exemplify excellent customer service with tribal stakeholders, health board colleagues, program partners, service recipients, visitors and guests. Foster a work environment of wellness, courtesy, friendliness, helpfulness and respect. Relate well and work collaboratively with coworkers and all levels of staff in a professional manner. Familiarity and/or experience working with American Indian populations and respect for and knowledge of traditional, cultural and spiritual practices of diverse American Indian communities, as well as an ability to work with other culturally and ethnically diverse populations. Consistently demonstrate respect for and acceptance of differing capabilities, cultures, gender, age, sexual orientation and/or personalities. Maintain and ensure organizational privacy and confidentiality. Must be able to handle crisis and tolerate stress professionally. Must be self-directed and take proactive initiative to assist others. Possess the ability to resolve issues with other departments and coworkers without direct supervision. Able to exercise flexibility to alter plans/routines when situations require and continue to perform without projecting stress/frustration that would adversely affect the work environment. Ability to maintain a flexible work schedule, including evenings, weekends and overnight or extended travel as necessary. Ability to effectively present information in one-on-one and small group situations to community members, consumers and other employees of the organization. Proficiency with computer programs (Word, Excel, PowerPoint) and other Internet technologies. Valid driver’s license must be kept current, and certificates, credentials or licenses must be kept current and consistent with regulations required by applicable federal, state and/or grant regulations. Ability to promote an alcohol-, tobacco- and drug-free lifestyle. Embrace modes of appearance and attire that reflect a professional presence. Adhere to GPTCHB policies and procedures.
Supervisory Controls The supervisor provides continuing or individual assignments by indicating generally what is to be done, limitations, quality and quantity expected, deadlines, and priority of assignments. When there are new, difficult, or unusual assignments, the supervisor provides additional, specific instructions for including suggested work methods or advice on source material available. The supervisor reviews finished work to assure methods used are technically accurate and in compliance with instructions or established procedures.
Guidelines There are established procedures for doing the work and a number of specific guidelines are available as a resource. The employee may be required to use judgment in locating and selecting the most appropriate guidelines, references, and procedures for application and in making minor deviations to adapt the guidelines to specific cases. Guidelines include GPTCHB, OHC, and department policies and procedures.
Complexity/Scope of Work The work consists of related steps, processes, or methods. The decision regarding what needs to be done involves various choices that require the employee to recognize the existence of and differences among a few easily recognizable situations. The work product or service affects the accuracy, reliability, or acceptability of further processes, services, and/or patient care.
Contacts The personal contacts are with employees throughout the organization and are generally engaged in different functions and kinds of work, and may be representatives from various levels. Other personal contacts at this level include contact with partner organizations, Tribal affiliate organizations, and members of the general public. The purpose is to plan, coordinate, or advise on work efforts, or to resolve operating problems by influencing or motivating individuals or groups who are working toward mutual goals and who have basically cooperative attitudes.
Work Environment/Physical Demands The characteristic demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. The work is typically performed while sitting at a desk or table or while intermittently sitting, standing or stooping. The work is typically performed in an office and the noise level in the work environment is usually quiet. While performing the duties of this Job, the employee is regularly required to sit; use hands and fingers to manipulate, handle, or feel; and, talk or hear. The employee must regularly lift and/or move light objects. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. This position requires operation of a motor vehicle, and may require travel. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The GPTCHB is a tribal organization which follows tribal preference laws. It is our policy to give preference to qualified Indian/Tribal candidates over qualified non-native candidates in hiring decisions, if all other qualifications are equal. Employment is contingent upon the outcome of all required criminal background checks.
- Start Date
- Oct 28, 2020
- Expiration Date
- Nov 28, 2020
Great Plains Tribal Leader Health Board
Education/Experience/Certificates/Credentials High school diploma or equivalent and five (5) years of administrative support experience; or, an Associate’s degree in a related field and three (3) years of administrative support experience. Documented grant management experience preferred. Computer and technical skills (including Word, PowerPoint, Excel, Outlook, etc.). Experience that indicates the ability to interact effectively with leaders among Indian communities, government agencies, scientific and academic communities, medical and health-related organizations, non-governmental groups and the public at large is required. Must successfully pass a criminal and background check, and a pre-employment drug screen.