PROGRAM ASSISTANT

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Job description

Job Details

Level
Experienced

Job Location
Seattle Indian Health Board - Seattle, WA

Remote Type
N/A

Position Type
Full Time

Education Level
Bachelor's Degree

Salary Range
Undisclosed

Travel Percentage
Undisclosed

Job Shift
Day

Job Category
Nonprofit - Social Services

Description

SIHB Core Competencies

Core Competencies are foundational commitments and skills that all SIHB staff are expected to develop. These competencies define common measures for performance that are applied to every role in the organization.

• Commitment to Indigenous and Organizational Values: Everything we do at SIHB is centered on Traditional Indian Medicine. It is our responsibility to maintain cultural integrity in all that we do.
• Accountability: All employees of SIHB effectively manage their own work and the work of their teams. We take ownership of our actions and decisions. We all strive to deliver the highest quality work and care, while respecting our teammates and relatives.
• Collaboration: SIHB is a team-oriented organization. As team members, we share the responsibility of working toward a common purpose. We collaborate with our colleagues across the organization to deliver the highest quality of care and results in alignment with our mission, vision, values and Theory of Change.
• Communication: We practice effective and clear communication with staff, relatives, teams and community. We demonstrate empathy among each other and with those we serve, and transparency in our decision making.
• Customer Service Orientation: All employees of SIHB recognize the needs of the diverse community we serve. We put the needs of our relatives first by delivering the highest quality, professional, responsive, and innovative care. Our relatives come first and deserve the best.

Position Summary: The Program Assistant is responsible for providing administrative and program support services to the Public Affairs department including Government Affairs, Communications, and Development projects and programs.

Organizational Structure/Reporting Relationships: This position reports directly to the Policy Manager and is part of the Government Affairs department within the Public Affairs division. This position supervises Policy, Communications, and Administrative support staff.

Organizational Responsibilities

• Hold Indigenous values and practices with respect and integrity
• Hold yourself accountable to the highest standard by being resourceful, innovative, creative and solutions-oriented
• Actively participate in organizational activities with the understanding that success is achieved through teamwork.
• Recognize that communication is central to the organization's success and actively champion your words and actions to maintain respect for others, encourage constructive feedback, be open to share laughter and acknowledge differences in skills and opinions, all while keeping others' best intentions in mind.
• At SIHB, we refer to our customers as Relatives. Our Relatives come first and deserve the best. Serve the needs of our Relatives first by delivering the highest quality, professional, responsive and innovative care.

Job Responsibilities:

• Serves on SIHB's Leadership Support Team, representing Public Affairs administrative functions for the agency, and participates in continuous improvement activities of the administrative department and the organization.
• Assist with Departmental administrative functions, including but not limited to:
  • Assist in planning and coordination of SIHB events;
  • Reconciliation of all donations monetary or non-monetary;
  • Maintenance of external contact lists;
  • Coordination of SIHB site visits with CEO's Executive Assistant for tribal, government, and community partners, and organizes staff participation agency wide for maximum partnership building;
  • Prepares routine and advanced correspondence including letters, memoranda, reports, and donor/strategic contact courtesy responses;
  • Prepares for and attends meeting and events, takes notes and transcribes minutes to ensure consistent communication with relevant stakeholders;
  • Coordinates travel and expense reimbursements for Public Affairs staff; and
  • Responsible for all incoming emails and inquiries that require Public Affairs action by either responding to inquiries or redirecting to the appropriate staff.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with competing deadline pressures.
• Coordinate scheduling, preparation, and follow-up for outreach and education activities with tribal, government, and community partners;
• Draft content for policy newsletters, website, and other media;
• Maintain electronic files and records, databases, and/or computer tracking systems for project documentation and monitoring;
• Compile technical information from various sources and prepare summaries, talking points, memos, and reports;
• Assist in drafting original content for policy reports, letters, public testimony, etc;
• Coordinate and review analytical and narrative documents for accuracy and completeness;
• Assist in the preparation of grant application materials and progress reports;
• Coordinate the preparation and documentation of citations and evidence for policy and advocacy projects;
• Assist administrative staff to plan and implement for meetings and events including managing calendars, preparing agendas and minutes, and hosting both in-person and online formats;
• Work effectively and efficiently with internal staff, partner organizations, vendors, and contractors; and
• Other job-duties as assigned.

Background Qualifications

Required:

• Two years post-secondary education or equivalent experience.
• Highly organized, self-starter and detailed individual with high professional standards.
• Strong critical thinking skills.
• Excels at customer service.
• Excellent communication skills, verbal and written.
• Proficiently use software programs such as Microsoft Outlook, Word, Excel, and PowerPoint and ability to learn new software for client management services, scheduling, and financial management.
• Work well under pressure, meet multiple and often competing deadlines.
• Manage multiple tasks, set goals and objectives, and re-prioritize as needed.
• Strong organizational and time management skills.
• Operate effectively in a team-based environment.

Preferred:

• Bachelor's Degree preferred
• 1-2 years administrative work experience
• Understanding of American Indian and Alaska Native community and health issues as well as those of the surrounding community.

Work Environment: Office hours are 8-5, Monday through Friday with occasional extra hours for events or to meet deadlines.