Program Assistant-Family Wellness

Bristol Bay Native Association; Dillingham (AK); On-site; USD 35,000 - 84,000; Full time

Job summary

Bristol Bay Native Association is seeking a Program Assistant for the Family Wellness Division in Dillingham, AK. You will provide clerical support, manage communications, and maintain records to ensure smooth operations.

Responsibilities include coordinating meetings, taking minutes, assisting with travel logistics, and preparing monthly reports under the supervision of the Family Services Wellness Division Manager. A high school diploma and 2+ years of relevant experience are required.

Qualifications

• High school diploma or equivalent.
• 2+ years of secretarial/office management experience.
• BBNA prefers bilingual Yup’ik and English.
• Substitutions: progressive work experience may substitute college education.

Responsibilities

• Provide clerical, reception, and supportive services for staff.
• Act as a point of contact for the Family Wellness Division programs.
• Greet staff, public, visitors, and clients.
• Maintain program regulations, plans, policies, and procedures.
• Produce comprehensive monthly reports for the Division Manager.
• Assist with travel and lodging arrangements and attendance confirmation.

Skills

Communication

Secretarial skills

Minutes transcription

Independent work

Education

High school diploma

2+ years secretarial/office management

Tools

Microsoft Word

Excel

Outlook

Casebook/Family Services databases

Job description

POSITION TITLE: PROGRAM ASSISTANT; FAMILY WELLNESS DIVISION

DEPARTMENT: FAMILY SERVICES

OBJECTIVE: Point of contact for Family Wellness Division, under supervision of Family Services Wellness Division Manager, responsible for developing and maintaining efficient program support for the Family Wellness Division. This includes a customer service – orientated system for communications flow; incoming/outgoing written, in person, phone/fax communications, and records retention that is essential for consistent flow of operations.

QUALIFICATIONS: REGULATORY REQUIRMENTS – Candidates must meet the eligibility criteria of the Alaska Barrier Crimes regulations as a prerequisite to hiring and continued employment. Requires background check including fingerprints.

EDUCATION & EXPERIENCE – Required: High School diploma or equivalent, two or more years secretarial/office management related experience

Preferred: Bi-lingual in Yup’ik and English, previous experience taking minutes, and transcribing. Computer experience, Familiarity with people and culture of Bristol Bay region. Substitutions: Progressive work experience may substitute college education at BBNA’s discretion.

SKILLS & ABILITIES – Demonstrated excellent communication with and enjoyment of working with people of varying backgrounds, including villages, government agency representatives and public. Excellent secretarial/organizational skills – typing, filing, phone, computer, and general office equipment. Demonstrated ability to take accurate minutes and transcribe them is essential. Capable of working with minimum errors and performing complicated tasks with a minimum of supervision. Solid understanding of the root causes, dynamics and prevention strategies for domestic violence, sexual assault and related abuse. Basic understanding and respect for tribal law and knowledge of criminal, civil and community justice systems including ICWA, tribal courts and jurisdictions in PL 280 states. Experience should demonstrate excellent communications skills, ability to work independently, and to develop strong collaborative relationships with clients, families and other professionals. Familiarity with Bristol Bay area, people, and cultures.

TECHNICAL PROFICINENCY – Microsoft Word, Excel, Outlook, Keyboarding and data entry, ability to learn and utilize Casebook and Family Services databases.

OTHER REQUIRMENTS – An Alaska Driver’s license is required. Must be insurable under company policy. Must be able to do some heavy lifting of up to 50lbs.

JOB RESULTS:

Provide clerical, reception, and supportive services for staff by

• Acting as a point of contact for the Family Wellness Division programs for requests of program support.
• Greeting staff, public, visitors, and clients in a helpful and welcoming manner.
• Understanding and becoming proficient with program regulations, plans, policies and procedures.
• Understanding and becoming proficient with the program goals and objectives.
• Providing a knowledgeable resource of logistical information based on experience and familiarity with BBNA general operations and office functions.
• Working independently, with a minimum of errors and prioritizing complicated tasks.
• Plan and develop procedures and systems for incoming requests, delegation of duties, and scheduling for continuous essential coverage.
• Assist in data entry and record keeping systems, communications, efficiency of equipment, and making suggestions for changes.
• Maintaining files of original forms and/or digital forms while acting as custodian the program travel, supplies, purchase orders, and such files.
• Using current technology to deliver correspondence, such as maintaining web access pages, confluence, Teams, email, and/or USPS.
• Scheduling and confirming meeting spaces, vendors, and venues.
• Assist with meeting set up, ensure room set up, ensure service items are available during meetings, and clean up after each meeting.
• Putting together agendas and packets and ensuring adequate delivery time.
• Assist with program travel and lodging arrangements, and attendance confirmation.
• Producing a comprehensive monthly report to the Family Wellness Division Manager.

Keep Management Informed by

• Keeping an updated "Work Plan/Calendar" for program staff to use in planning activities and services.
• Occasional research or fact finding for staff, including telephone surveys of villages, gathering information from government or private sources and collating the data.
• Working with Family Wellness Division Manager to make sure compiled data and reports are timely and available.
• Providing minutes for program staff meetings and program planning events.

Meet requirements for travel in and out of region by

• Scheduling well planned trips if necessary to provide services, participate in training, and workshops.

Monitors and improves program and service quality by

• Watching for problems in data or record keeping systems, communications, efficiency of equipment, and making helpful suggestions for changes.

Protect program integrity and client privacy by

• Agreeing and adhering to BBNA’s policy on confidentiality, keeping confidential information gained through employment secure, during and after this employment.

Contributes to overall team effort by

• Welcoming new and different work requirements; exploring new opportunities to add value to the organization; helping other accomplish related job results as and where needed.

REPORTS TO: Family Wellness Division Manager

DUTY STATION: Dillingham

WAGE: $17.00/hr ($33,150/yr) – $40.35/hr ($78,682/yr)

GRADE RANGE: 6 – 9

EMPLOYMENT TYPE: FULL-TIME

FLSA STATUS: NON-EXEMPT