Board of Directors Administrative Assistant
2 weeks ago
Department: Board of Directors
FLSA Status : Non-Exempt
Reports To: Board of Directors
Hours of Work: 40+
Working Title: Administrative Assistant
Classification: Full-time
Pay Grade: G- ($19.00 - $23.00 hourly)
FTE: 1.0
Location: Remote
Approved/Revised Date: 07/10/2024
Job Summary
The incumbent is responsible for the overall clerical and administrative support for the Board of Directors. This role is responsible for confidential administrative support to the Board of Directors, providing administrative support, including managing calendars and emails, appointments, conference calls, itineraries, travel, and coordinating meetings. The Administrative Assistant will research, compile, draft, edit, and proofread correspondence, documents, presentations, proposals, and reports and coordinate materials to ensure the team is prepared for meetings and support the organization's overall goals. In this role, the Administrative Assistant responds to public inquiries, tracks Board of Directors office expenses, facilitates external relationships, and performs other duties as needed. A key function is to plan, monitor, and coordinate administrative projects as assigned from initiation through completion, often collaborating with other departments. The Administrative Assistant has three major functions: 1) providing administrative support to the Board of Directors, 2) serving as the liaison to Executive Leadership, and 3) a wide range of administrative and general office duties to ensure timely and accurate completion of projects that enhance the efficiency and effectiveness of UAII Board of Directors in achieving its mission.
Job Duties & Responsibilities- Coordinate, organize, and assist with correspondence.
- Coordinate and maintain the Board of Director's schedule; plan, implement, and arrange travel.
- Answer, screen, and direct phone calls and messages.
- Generate expense reports for the Board Chair; follow through the approval process to accounting, ensuring a timely turnaround.
- Maintain Board of Directors' files, including minutes for the Board Meetings, Advisory Board and Committee Meetings, and various Committee Meetings.
- Maintain the Board of Directors' contacts and email distribution lists.
- Provide logistical support for additional meetings at the request of the Board of Directors.
- Maintain communications with the Executive Leadership.
- Create and maintain the Board of Directors calendar.
- Assist in preparation for the Board of Directors events as needed.
- Perform other related duties as assigned.
- Associate degree in Business Administration, OR four (4) years of experience in nonprofit management assistance or tribal government.
- A combination of experience, education, and training may substitute for degree requirements on a year for year basis.
- Bachelor's Degree in Business Administration or related field.
- Experience working with the American Indian/Alaskan Native community.
- Experience working with nonprofit organizations, community groups, and performance-based government contracts.
- Knowledge of childcare centers.
- Knowledge of Indian Self-Determination and Education Assistance Act (PL93-638).
- Knowledge of Title V of the Indian Health Care Improvement Act (PL 94-437).
- Knowledge of the Affordable Care Act (PL 111-148).
- Strong understanding and sensitivity to American Indian/Alaska Native (AI/AN) cultures and lifestyles, and work effectively with AI/AN population.
- Effective oral and written communications skills with sensitivity to lifestyles of targeted participants.
- Skills in operating personal computer using a variety of computer software (Microsoft Office, Adobe, Microsoft Teams, Zoom).
- Ability to manage calendars, appointments, meetings, and other events to ensure the office is running smoothly.
- Ability to adapt to new priorities, procedures, and technologies as they arise.
- Ability to maintain strict confidentiality of client and personnel information, and comply with all applicable federal and state privacy laws, as well as UAII policy (HIPAA, HITECH, etc.).
- Ability to establish and maintain cooperative working relationships with management, coworkers, and outside contacts.
- Ability to prioritize tasks and highly strong detailed oriented.
- Ability to keep up with a fast-paced environment.
- Ability to learn and apply program/agency operating policies and procedures.
- Ability to manage multiple priorities and tasks concurrently and meet deadlines.
- Ability to interact with various people on various, and at times, complex issues.
- Ability to work independently as well as with teams.
The work environment characteristics described here represent those employee encounters while performing the primary functions of this job. Normal office conditions exist, and the noise level in the work environment can vary from low to moderate.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand and/or sit. The employee is occasionally required to walk, sit and climb or balance. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision and depth perception.
Conditions of Hire- Eligibility to work in the US.
- Fingerprint clearance.
- Pass a post-offer drug test.
- Negative TB test result (annual requirement).
- Proof of vaccination against the flu (annual requirement).
- Proof of full vaccination against COVID, including a Booster.
- Valid CA driver's license, if driving for the company and/or a requirement of the position.
- Maintain auto insurance coverage, if driving for the company.
United American Indian Involvement, Inc. (UAII) provides equal employment opportunities (EEO) to all employees and applicants for employment. UAII is a drug-free workplace and complies with ADA regulations. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
This Job Description describes the essential duties and qualifications. It is not an exhaustive statement of all the job duties, responsibilities, or qualifications; management has the exclusive right to alter or add to this job description at any time without notice. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional duties as assigned.
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