Program Assistant Job Closing: May 29, 2024 Job Code: 43-1011 Salary: $17.61 - $37.15Status: Non-Exempt, Full-Time, Permanent Location: Ionkwakiowaro:ronDepartment: Education Reports to: Director of EducationSUMMARY: Under the general direction of the Director of Education, the Program Assistant is responsible for the administrative and organizational management of the Education Division programs. The Program Assistant will assist in maintaining services by organizing office operations and procedures, new employee onboarding, controlling correspondence, designing filing systems, reviewing and approving supply requisitions, assigning and monitoring clerical functions. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
Responsible for managing office services by ensuring program office operations and procedures are organized, correspondence is controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored.
Reviews and prepares documents, reports and other correspondence materials for the Education Administrators.
Analyze and track financial activities of the educational programs and services and provide input into the budget planning and preparation process.
Complete E-requisitions for the Education Division (Tribal Learning Assistance Program).
Respond to inquiries about the Education Division (TLAP) and provide information or assistance as appropriate.
Assist in the development and implementation of new Education Division/TLAP policies and procedures and identifies necessary revisions to existing policies and procedures.
Coordinate and assist with transportation, travel or event requests.
Monitor inventory levels and requisition or purchase supplies as needed.
Receives and interacts with visitors/clients to the office while promoting a positive and welcoming image of the Education Division/TLAP.
Answers and manages incoming calls.
Arranges meetings and conference calls.
Draft correspondence and presentations.
Recording, transcribing and distributing notes/ minutes of meetings.
Developing and maintaining various financial databases and reports.
Communicate internal work procedures and company policies to new staff and provide appropriate orientation as part of new employee onboarding process.
Assist in the coordination of activities with other Education Division programs and/or personnel. Provide assistance at community events as needed.
Participates in staff meetings and trainings.
Must maintain strict confidentiality.
Adhere to all Federal, Tribal and program policies and procedures.
Other job duties as assigned.
EDUCATION and/or EXPERIENCE:
Associates Degree preferred in a two-year college or university in planning, organizational leadership, education, psychology, office management, human services or related field. AND/OR
3 years related experience and/or training; or equivalent combination of education and experience.
Knowledge of Mohawk language and traditions is preferred.
OTHER SKILLS and ABILITIES: Strong oral, written and interpersonal communication skills is required. Must have computer skills including Microsoft programs. Demonstrated experience in handling a wide range of administrative related tasks and will be exceedingly well organized and flexible. PERFORMANCE EXPECTATIONS:
Exhibit a friendly and courteous manner when dealing with our employees, fellow associates, parents and community members.
Be a strategic thinker who is adept at multi-tasking in a fast-paced environment. Able to plan, prioritize and organize individual and group activities and processes.
Establish and maintain effective and healthy working relationships with others, including staff, family members and others who may be under distress or duress.
Will be aware and sensitive to the needs that may arise when handling stressful and demanding circumstances. An immediate debriefing will be made available.
Will assist in maintaining a safe working environment in the office environment.
Promote a positive image of the Education Division through healthy relationships with the families and employees served by the program.
Outgoing, straightforward, and creative.
Able to work independently and take initiative and be results oriented.
Be an adaptable, flexible problem-solver;
Team-focused, enjoy working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others; able and willing to assist co-workers in the development of their own professional skills in order to ensure the team’s success; and
A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others.
REASONING ABILITY:
To engage staff in cooperative problem solving, planning and continuing evaluation of themselves and the program.
To work in collaboration with all staff of the Education Division and other Tribal programs to deliver quality programming to the clients served.
The Saint Regis Mohawk Tribe strives to be an equal opportunity employer dedicated to the policy of nondiscrimination based on race, sex, marital status, sexual orientation, religion, national origin, age, physical disability, veteran status or any other non-job related factor. The successful candidate must pass a test for illegal substances prior to employment being confirmed. The successful candidate must pass a criminal background check prior to employment. I have reviewed this Job Description with my immediate Supervisor and I understand the contents of it.Applicants must submit letter of interest, resume, and supporting documents (certificates, degrees, licenses). Applicants that are eligible for native preference must include Tribal Identification Card, Status Card or letter to be eligible for Native Preference. All submissions can be emailed to [email protected] or by mail to Human Resources, Saint Regis Mohawk Tribe, 71 Margaret Terrance Memorial Way, Akwesasne, NY 13655. Due to our network security, we are unable to open hyperlinks. Applicants will need to attach their documents as a PDF or WORD files if emailing. Applicants must clearly outline that they meet the qualification requirements on their resume.NATIVE PREFERENCE POLICYThe Saint Regis Mohawk Tribe strives to be an equal opportunity employer dedicated to the policy of nondiscrimination based on race, sex, marital status, sexual orientation, religion, national origin, age, physical disability, veteran status or any other non-job-related factor. Among qualified applicants, the SRMT will give preference to the qualified native applicant.DRUG TESTING POLICYAll positions require the successful candidate to pass a drug test for illegal substances prior to employment being confirmed.BACKGROUND CHECKSome positions require candidate(s) to successfully pass a criminal background check prior to beginning employment, used solely for employment related purposes. Depending on the position there maybe multiple background checks.ELIGIBILITY LISTA list of qualified candidates is created from interviews that may be used for Emergency Hire individuals to similar positions within the Saint Regis Mohawk Tribe for a period of six months.INTERVIEWTesting in the applicable skills may be required as part of the interview process.EMPLOYEE COVID VACCINATION POLICYEffective July 3, 2023, the Saint Regis Mohawk Tribe no longer requires the COVID-19 Vaccination for any positions within the organization, to include Health Services.