CEC - Program Coordinator/Administrative Assistant

The Program Coordinator/Administrative Assistant for the Implementation Team provides high level, complex support to the Implementation Director and team members. This position will assist CEC in meeting strategic goals by providing program and operational support for identified programs and functions including the Ciutmuarluni project and others as directed by the Implementation Director.

ESSENTIAL FUNCTIONS

Organizational Support:

• Provide culturally aligned, exceptional customer service in all interactions.
• Build and maintain effective collaborative relationships with colleagues, customers and partners.
• Foster open communication and teamwork by sharing information, ideas, and feedback with colleagues and leadership.
• Support colleagues by covering responsibilities during absences or high-demand periods.
• Ensure adherence to CEC policies and procedures, code of ethics, and health and safety requirements.
• Maintain strict confidentiality and management of sensitive information in accordance with legal, ethical and organizational standards.
• Engage in professional development to strengthen knowledge, skills, and awareness.
• Provide coordination support for CEC events as identified.

Program Support:

• Coordinate and manage program documents, including receipt, review, processing, data entry, tracking, filing, and retention in compliance with regulatory requirements.
• Ensure program records are accurate and complete to support reporting, audits, and decision-making.
• Prepare draft reports, summaries, or data sets for review by CEC leadership.
• Develop, maintain and issue program documentation to customers in alignment with program scope.
• Manage small scale projects on behalf of organization and department.
• Provide the day-to-day professional, organizational and technical support under the direction of the  Manager (or designated supervisor).
• Respond to questions, requests, and concerns with guidance and escalation to the Manager (or designated supervisor) when needed.
• Maintain working knowledge of program policies and procedures, ensuring services provided align with program standards.

Operational Support:

• Respond to program-specific phone calls, addressing inquiries when possible and escalating to the Manager (or designated supervisor) as needed.
• Monitor and manage shared e-mail inbox; respond to general questions and field inquiries as needed.
• Draft, prepare and proofread correspondence and documents.
• Perform data entry with a high degree of accuracy, ensuring information is complete and error-free.
• Utilize office software, databases, and virtual platforms effectively to support program operations.
• Ensure office space is organized and orderly.
• Order and maintain inventory of office supplies as needed.
• Support team schedules and tasks through effective scheduling, communication, and documentation.
• Schedule appointments and maintain CEC calendar.
• Coordinate in-person and virtual meetings, including agenda prep, materials distribution, facilitation support, and minutes.
• Assist with coordinating travel logistics and, when required, travel within Alaska to support program activities.

Accounting  Support:

• Ensure all financial documentation is completed in alignment with CEC’s Financial Management operating procedures.
• Complete check requests; assemble, process, log and file accounts payable documents in alignment with program systems and tracking; distribute checks as appropriate.
• Ensure all receipts are properly documented and submitted.
• Coordinate and maintain accounting filing system and archives.
• Assist in maintaining and gathering information for Audit.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

KNOWLEDGE, SKILLS, & ABILITIES:

• Detail-oriented with strong organizational, information management, and follow-up skills; able to prioritize, multi-task, and meet deadlines with minimal oversight.
• Proficient time management skills with the ability to adapt to competing demands and shifting priorities.
• Strong administrative and clerical skills and ability to perform related tasks.
• Knowledge of accounts payable processing including terminology and documentation standards.
• Strong customer service skills, including active listening, responsiveness, and culturally aligned service delivery.
• Strong analytical and problem-solving skills; ability to evaluate information, draw conclusions and support decision-making.
• Excellent interpersonal skills to build and maintain collaborative working relationships with colleagues, partners, and community members.
• Proficiency in Microsoft Office Suite; ability to learn additional computer skills or software programs.
• Effective oral and technical written communication skills, including the ability to clearly present information, draft correspondence, and prepare reports.
• Ability to establish and follow systems and processes.
• Ability to schedule and coordinate meetings (in-person and virtual), prepare agendas, and take accurate meeting minutes.
• Ability to use team building and problem-solving skills in on-going quality improvement initiatives.
• Ability to read, learn and interpret organizational policies and procedures, connecting how they relate to CEC’s mission and goals.
• Ability to process a large volume of data into databases with accuracy.
• Ability to perform basic mathematical computations, detect unobvious facts and issues, and exercise resourcefulness in resolving problems.
• Ability to identify opportunities for improvement with personal work output and implement effective solutions.
• Ability to work in a fast-paced, nonprofit environment which often requires flexibility in tasks and a willingness to help team members when needed.

QUALIFICATIONS:

• High School Diploma required; Associate degree preferred.
• Minimum of 4 years’ related experience or an equivalent combination of education and experience.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required; ability to learn additional software as needed.
• Willingness and ability to travel in the Calista Region as needed.
• Fluency in the Yupik language is preferred.
• Ability to pass a drug, driving and background screening.

WORKING ENVIRONMENT:

Calista Education and Culture’s team operates in a fast-paced, multi-tasking, customer service-oriented environment that values collaboration, cultural respect and teamwork. This role requires a high degree of efficiency and effective performance, along with adaptability to changing priorities. Team members support one another to meet organizational goals, and overtime may be required periodically.

PREFERENCE STATEMENT
Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).

EEO STATEMENT
Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.
 
REASONABLE ACCOMMODATION
It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.
 
The statements contained in this job description are intended to describe the general content and requirements for performance of this job.  It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.
 
This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.