Planning & Development Administrative Assistant

Winnebago Comprehensive Healthcare System; Northern (KY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Winnebago Comprehensive Healthcare System is seeking an Administrative Assistant to join the Planning and Development Office. The role provides essential support for grant administration and Winnebago Health Foundation activities, including research, donor cultivation, meeting coordination, and documentation.

The successful candidate will work closely with the Planning & Development Manager, handle confidential information, maintain donor databases, schedule activities, and help ensure efficient

Qualifications

• Post-high school education helpful; writing skill important.
• Excellent organizational and time-management skills.
• Knowledge of WCHS/Winnebago Tribe grant programs preferred.
• Ability to comprehend grant documents and support Program Managers and P&D Grant Specialist in grant readiness, preparation, and submission.
• Ability to understand programs and funding requirements of WCHS and in relation to specific applications.
• Ability and willingness to communicate in all mediums: electronically, verbally, virtually, in-person.
• Strong people skills and demonstrated emotional intelligence.
• Strong research skills and knowledge of information sources.
• Facility in developing productive relationships with WCHS program staff, community partners, and with potential funders.
• Ability to handle confidential matters with utmost integrity.
• Must have a valid US Driver’s license.

Responsibilities

• Support grant administration and WHF activities for P&D Office.
• Coordinate grant applications and submissions as needed.
• Research WHF donor prospects and update donor database.
• Provide timely advice and information on funding opportunities and procedures.
• Log correspondence to encourage funder cultivation and thank supporters.
• Liaise with P&D staff and external/internal stakeholders.
• Store pertinent documents for easy retrieval and support data gathering.

Skills

Organizational skills

Time management

Writing skills

Communications

Microsoft Office

English fluency

Research skills

Project coordination

Relationship building

Confidentiality

Driver's license

Education

Post-high school education helpful

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Donor database

Job description

Job Purpose & Position Overview

This position will be a part of the Planning and Development Office team and be responsible for providing essential support for both grant administration and Winnebago Health Foundation (WHF) activities. Grant work can include researching opportunities, cultivating funders, coordinating partners’ meetings, writing, project management, and submission support. Foundation work can include scheduling, prospect research, data entry and upkeep, donor cultivation, Board Support, drafting correspondence, and other activities that support Foundation growth. Time management skills are critical for success in the important position. The P&D Administrative Assistant will work closely with the Planning & Development Manager and other WCHS program staff to ensure Planning and Development departmental responsibilities are carried out as efficiently and thoroughly as possible.

Specific Job Duties/Responsibilities:

• Demonstrate the Winnebago Comprehensive Healthcare System’s and the Winnebago Tribe’s core mission, vision, and values
• Understand service gaps and needs identified by WCHS strategic planning
• Research grant opportunities and coordinate WCHS program outreach in cooperation with WHS Grant Specialist and Planning & Development (P&D) Manager
• Coordinate grant application preparation and submission as needed
• Research WHF donor prospects and update donor database in conjunction with P&D Manager
• Support protocol development as relates to WHF databases, acknowledgement opportunities, and other WHF priorities
• Works with WCHS staff to identify and prioritize project needs
• Prepare and log correspondence to encourage funder cultivation (P&D grant management) and thank supporters (WHF).
• Provide timely advice and information on funding opportunities, requirements and procedures
• Troubleshoot conflict resolution with various program/project staff and between agencies/organizations
• Serve as liaison, when appropriate, to WHCS P&D staff and external and internal stakeholders
• Work with WCHS Planning & Development Grants & Compliance Specialist to ensure all pertinent documents are stored for easy retrieval .
• Support development of an information bank to facilitate data-gathering and retrieval
• Other duties as needed. Duties listed are only illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Required Qualifications/Skills:

• Post-high school education helpful; writing skill important
• Excellent organizational and time-management skills
• Knowledge of WCHS/Winnebago Tribe grant programs preferred
• Ability to comprehend grant documents and support Program Managers and P&D Grant Specialist in grant readiness, preparation, and submission
• Ability to understand programs and funding requirements of WCHS and in relation to specific applications
• Ability and willingness to communicate in all mediums: electronically, verbally, virtually, in-person
• Strong people skills and demonstrated emotional intelligence
• Strong research skills and knowledge of information sources
• Facility in developing productive relationships with WCHS program staff, community partners, and with potential funders
• Ability to handle confidential matters with utmost integrity
• Ability to work flexible hours/shifts
• Proficient use of Microsoft Office products (Outlook, Word, Excel, PowerPoint)
• Ability to read, write and speak English fluently
• Enthusiastic, creative, flexible, and dedicated to the challenges of helping other people
• Professional in communications, appearance, relationships, and responsiveness
• Self-starter with the ability to perform with little or no direct supervision
• Collaborative perspective that encourages cooperation between team members
• Understanding of the two entities supported by the WCHS Planning & Development Office (WCHS and the Winnebago Health Foundation), their relationship to each other, and their separate roles in organizational support
• Strong organizational skills — attention to detail and ability to successfully juggle various tasks and steer to completion
• A self-starter mindset; willingness to take initiative and tackle complex challenges head-on without being asked to
• Strong verbal and interpersonal communication skills
• Persistence and strong problem-solving skills
• Ability to pass drug screen and background checks
• Must have a valid US Driver’s license

Training Requirements:

• Must be willing to pursue professional certification and/or training as directed, including possibility of travel for professional development

Physical Requirements:

• Normal to medium office work which includes the ability to lift up to 10 – 50 lbs
• Regularly required to walk, stand, and sit for extended periods of time and use hands to operate computer keyboard, phone, and various office equipment
• While performing daily duties, the employee is regularly required to talk, hear and comprehend
• Ability to drive company owned or personal vehicle

Mental Requirements:

• Reading and writing with above-average comprehension skills
• Budgetary understanding, development, and presentation skills
• Social interaction skills
• Reasoning/Analysis
• Organizational acumen and discipline necessary to complete assignments in logical order
• Works with minimal to no supervision

Language Requirements:

• Must possess the ability to read, write, and speak the English language fluently
• Must be able to continually and effectively employ professional verbal and written communications skills

Certificates, Licenses & Registrations:

• All applicants will comply with 45 CFR 1301, Subpart D, Section 1301.31, C and D, which require all prospective employees to sign a declaration prior to employment regarding all arrests and convictions of child abuse or violent felonies and to comply with PL 101-630 and PL 101-637 regarding criminal records check.

Please note the position description duties, responsibilities, and activities may change at any time with or without notice.