Job Posting: Education Administrative Assistant
Job Description
The Cow Creek Band of The Umpqua Tribe of Indians is seeking a proactive and professional individual to fill the role of Education Administrative Assistant. This full-time position is an exceptional opportunity for those who thrive in a dynamic and rewarding administrative environment, directly contributing to educational services. Please note, this role is onsite and not eligible for remote work, reinforcing our commitment to direct community engagement and on-ground support within our education department.
The successful candidate will provide essential administrative support to enhance the operational efficiency of our Education Department. By handling an array of tasks from preparing reports to managing correspondence and organizing departmental files, this role is instrumental in ensuring the smooth execution of departmental functions. It's suited for individuals who possess a blend of organizational skills, technical proficiency, and interpersonal savvy.
Duties and Responsibilities
- Provide high-level administrative support by preparing statistical/financial reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
- Assist with logistical aspects of Education functions, building a supportive environment for educational enhancements.
- Act as a professional representative of the Education Department, embodying the values and mission of the Cow Creek Band of the Umpqua Tribe of Indians.
- Prepare daily, weekly, and monthly administrative reports for the Education department to streamline operations and provide regular insights into departmental status.
- Answer phones and direct calls as needed while providing general information regarding the Education Department’s programs and services.
- Handle professional correspondence effectively, preparing draft letters, staff and administrative reports.
- Provide professional customer service, being the frontline of interactions for the department.
- Maintain filing systems and ensure the security of files, alongside performing specialized functions and special projects as directed.
- Perform clerical and support duties as assigned by the TCC Manager; assist staff with various tasks as assigned, contributing to a collaborative work environment.
- Adhere to the procedures for opening and closing the TCC Center as required.
- Maintain strict confidentiality in accordance with FERPA and HIPPA guidelines/regulations.
- Maintain a working knowledge of all programs offered by the Education Department to effectively communicate and support the department’s offerings.
- Attend staff meetings as required, taking minutes and assisting in the continual review and planning processes.
- Draft and edit educational marketing materials and reports, aligning with the strategic goals of the Education Department.
- Process all check requests per policy including entry into the accounting system, ensuring fiscal responsibilities are met accurately and timely.
- Assist the Education Director and other administrative staff with administrative projects, showcasing flexibility and capability in handling diverse tasks.
- Provide assistance with Grant Preparation as per the Education Department Director’s direction, supporting the department’s efforts in securing funding for educational initiatives.
Requirements
- High school diploma or GED required. Associate degree or Certification in office management or related field preferred.
- minimum of two years of professional administrative or clerical experience in a progressively demanding office atmosphere.
- Well-developed problem-solving skills with an aptitude for acquiring accurate information in response to public inquiries.
- Working knowledge of office procedures, office equipment, and government program rules and regulations.
- Extensive expertise in Microsoft Office, including but not limited to Word and Excel.
- Must demonstrate proven effective interpersonal communication skills.
- Ability to work effectively with staff, local agencies, and individuals from different cultural and ethnic backgrounds in a friendly and professional manner.
- Current valid Oregon Driver’s License.
- Must maintain a well-groomed, clean, and professional appearance at all times.
