Special Project Assistant

Job Summary
The Special Projects Assistant provides comprehensive administrative, organizational and project coordination support to Clinic Administration. This position is responsible for planning, organizing, tracking, and assisting in facilitating special projects, strategic initiatives, operational activities, training programs, and events that support clinic goals and organizational priorities. Assists in coordinating and completing projects, events, activities, trainings, employee engagement activities, and the tasks necessary to support the department’s strategic plan. The incumbent serves as a liaison among departments, leadership, staff, and external stakeholders to ensure projects are completed efficiently, timelines are met, and administrative operations function smoothly. This position exercises initiative, discretion, and sound judgment while managing multiple priorities in a fast-paced healthcare environment.

Job Duties & Responsibilities

• Prepares meeting agendas, materials, presentations, minutes, and follows up on action items to ensure timely completion of assignments and project objectives.
• Monitors project timelines, deliverables, and milestones, providing regular updates to Clinic Administration regarding progress, risks, barriers, and opportunities for improvement.
• Coordinates communication and collaboration among departments, leadership, vendors, contractors, and external partners to support successful project outcomes.
• Maintains project tracking tools, implementation plans, status reports, and performance metrics to support departmental objectives and strategic initiatives.
• Assists with data gathering, research, analysis, and preparation of reports to support operational planning and decision-making.
• Provides cross-coverage and administrative support during staff absences or periods of increased operational demand.
• Maintains confidentiality while handling sensitive personnel, operational, financial, and organizational information. 
• Supports development, implementation, and evaluation of Clinic Administration strategic goals, departmental work plans, and special initiatives. 
• Coordinates training sessions, leadership meetings, workshops, onboarding activities, and special events, including logistics, scheduling, materials preparation, attendance tracking, and follow-up activities.
• Assists with planning and execution of employee engagement activities, community outreach events, and organizational initiatives.
• Identifies opportunities to improve workflow efficiency, operational processes, and project management practices and provides recommendations to leadership.
• Assists with policy, procedure, and process documentation updates related to clinic operations and administrative functions.
• Assists with clinic housing needs, such as check-in and check-out inspections, ensuring apartments are properly turned over, and coordinates any maintenance upkeep. 
• Other related duties as assigned.

Necessary Knowledge, Skills, and Abilities

• 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.
• Skills in operating personal computers using a variety of computer 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 (HIPAA, 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 work independently as well as with teams. 
• Knowledge of project management principles, methodologies, and tools used for planning, implementation, tracking, and reporting.
• Skill in gathering, analyzing, and presenting data to support strategic planning, operational decision-making, and performance improvement efforts.
• Knowledge of healthcare operations, clinic administration, and organizational structure preferred.
• Ability to coordinate meetings, trainings, events, and committee activities, including logistics, scheduling, documentation, and follow-up.
• Ability to identify process improvement opportunities and recommend operational efficiencies that support organizational goals.
• Ability to work professionally and effectively in a highly dynamic environment with changing priorities and frequent interruptions.
• Demonstrated commitment to customer service, professionalism, cultural humility, and continuous quality improvement.

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.

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.

Uphold Values: To make decisions and behave in a manner consistent with KIC Workplace Values of Trust, Teamwork, Respect, and Accountability, as well as Southeast Traditional Tribal Values “Our Way of Life”.

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
• Minimum three years’ experience in administrative/secretarial supervisory experience and 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 (when DL is required for the job).

Preferred Qualifications (Education & Experience)

• Associate's degree in healthcare, administration, project management or other related field.
• Motivation for professional and career advancement.

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.