Overview

DESCRIPTION

The American Indian College Fund (College Fund) strives to positively impact the lives of American Indians by supporting their higher education and career objectives. College Fund team members believe education is the answer and collectively we raise funds, provide scholarships, and holistically support students in achieving their goals. Programming, research, and enhancing the capacities of tribal colleges and universities are also integral elements of our mission.

 

The Program Assistant for TCU Programs will join an interdisciplinary department of program officers, specialists, and coordinators, implementing strategic projects influencing diverse tribal communities, students, and institutions. There will be opportunities to work collaboratively on numerous projects, however, the Program Assistant’s primary responsibility is to provide daily administrative and program support by working closely with the Vice President for Programs and the Native Arts and Culture Program Officer on coordination of grants related to the College Fund’s Native Arts, Environmental Stewardship, and other programs managed by the VP such as workforce development that need support. The College Fund seeks a qualified, detailed-oriented, fast-paced candidate that is mission and value driven. The candidate engages routinely in strong production of written and task-oriented work outcomes. Ideally, the successful candidate will draw upon her/his experience working in fast paced administrative role, or in an educational setting, contributing to informed-program coordination and program goal-oriented administrative tasks

 

Providing assistance for programs ranges from basic grant administration to guided engagement in implementation and documentation of program impact. This position is responsible for supporting the implementation of grant components to achieve objectives that are required by each TCU program grant. Program implementation includes monitoring systems, managing budgets, and supporting the adherence to program milestones and reporting timelines.

 

Evaluation and impact assessment is a collaborative effort within the Office of Research and Sponsored Programs – the ultimate goal is to assess best practices and overall programmatic impact towards the College Fund’s strategic goals. Responsibilities of the Program Assistant include supporting evaluation processes, guided by leadership and program officers.

 

This position will work directly with the VP of Programs, Program Officers for Native Arts and Environmental Stewardship, TCU administration, staff, faculty, and students implementing Native Arts, Environmental Stewardship, and other sponsored programs at tribal colleges. The Program Assistant will also participate in coordination of communication with select external constituents such as contractors and identified partners supporting the programs. Close collaboration and proactive communication with other members of the Programs, Research & Evaluation, Student Success Services, and Resource Development departments are essential for overall sponsored program success.

 

 

Essential Job Functions

 

1.       Supports, coordinates, and executes the timely implementation of sponsored programs, with direct oversight of programming by VP of Programs and program officers in related areas:

a.       Coordinate program plans and execute grant monitoring systems

b.       Coordinate grant application, selection, award, and disbursement processes

c.       Monitor grantee progress towards grant objectives and seek appropriate support and guidance to problem solve as needed

d.       Coordinate communication with consultants, as needed

e.       Support collection and maintenance of data for program accountability and reporting purposes, including but not limited to the Native Arts donor database and the College Fund program database

f.        Track, analyze, and manage program expenses to ensure efficiency and accountability

g.       Ensure communication and reporting to donors are appropriate and timely

h.       Identify and coordinate grant support to the TCUs, through proactive communications and technical assistance strategies

i.         Prepare and edit communications

j.         Manage files, correspondence, and other project records

k.       Coordinate program reporting, including review and preparation of executive summaries of TCU grant reports

 

2.       Administers financial and administrative processes for sponsored programs

a.       Manage vendor, contractor, and consultant agreements and invoices

b.       Prepare travel authorization documents

c.       Prepare check requests and ensures payments are sent with proper documentation

d.       Create and gathers monthly summaries of sponsored programs for reporting to Board and executive leadership

e.       Conduct routine review of financials: expenditures and budgets

f.        Assist with monthly program financial reports – review and reconciliation

g.       Assist with credit card statement reconciliation

 

3.       Schedules and supports internal and external meetings and events as required

a.       Assist in planning and implementation of program related events, such as annual convenings, group conference travel, and national and regional trainings

b.       Makes travel arrangements for grantees, Vice President, and program officers, as requested

c.       Ensure accurate record of meeting(s)/convening(s) purpose and accomplishments

 

 

4.       Collaborates with teams across the College Fund to accomplish organizational goals

a.       Supports dissemination of information about Sponsored Program activity for internal accountability, fundraising and public education purposes

b.       Engages discussions related to program impact, and provides summarized/analyzed program information

 

5.       Assists on special projects by performing and coordinating appropriate tasks in a timely manner, as assigned by the Vice President and Program Officer

a.       Routinely engages in department meetings and strategic planning

b.       Occasionally supports project site visits, trainings, and convenings, as assigned

c.       Other duties as assigned

 

6.       Supports Front Desk coverage

 

 

 

Job Requirements

 

Competencies

·       Proven ability to take direction and guidance toward implementation of assigned responsibilities

·       Strong practices in confidential and professional communication and discreet management of information

·       Demonstrated skill in administrative support and guided administration of grant programs

·       Proven ability to accomplish defined goals and objectives within timelines

·       Self-motivated, ability to independently follow activities through to completion with minimal direction

·       Excellent experience managing and maintaining documents, and is adaptive to different management styles

·       Experience processing invoices, requesting checks, and engagement in systematic reconciliation of records, budget, and files

·       Ability to track and reconcile grant expenditures

·       Demonstrated initiative to identify challenges and create and implement solutions

·       Ability to communicate professionally – verbally and in writing

·       Ability to work collaboratively within and across departments as well as with TCU grantees

·       Attention to detail

·       Demonstrated ability to utilize critical feedback toward continuous improvement of work

·       Highly computer literate particularly with computer software including databases, Microsoft Office, Adobe Acrobat and Social Media platforms, Zoom, Twitter, Instagram, Facebook, and Dropbox

o   Strong knowledge of desktop publishing tools preferred (i.e., Canva and other design tools)

o   Accurate typing skills

·       Strong written and oral communication skills, including experience editing and revising documents

o   Experience generating detailed notes, draft reports, and program documents/summaries

·       Ability to develop and enhance program and professional relationships

·       Demonstrated initiative and creativity

·       Ability to manage numerous tasks and/or projects at one time

o   Ability to meet deadlines for a wide variety of job assignments

o   Ability to work responsively to change, and take on new tasks with minimal direction

o   Ability to work collaboratively within and across departments as well as with external partners

 

 

Education/ Experience

·       Bachelor’s Degree or Associates Degree and can demonstrate that candidate is actively working on a bachelor’s degree

·       Minimum 2 years professional administrative experience

·       Experience working directly with culturally diverse groups of people

·       Minimum of 1-year experience working with Native communities and/or organizations that serve Native communities

 

Preferred Qualifications:

·       Experience working with American Indian communities and tribal colleges

·       Experience working in a professional office setting, not-for-profit experience preferred

·       Experience in providing transcription (notes, meetings, interviews)

 

Work Environment and Physical Activities

·       Professional office setting (with remote work conditions while on travel)

·       Air and car travel

·       Multi-tasking with a variety of different responsibilities

·       Frequent keyboarding and viewing computer screen

·       Lifting up to 35 pounds

 

To Apply

Send your cover letter and resume to applications@collegefund.org. Resumes without a cover letter will not be reviewed. Please put your name and the job title in the subject line.

Salary Range:                   $18-$20 per hour

 

Tagged as: program assistant