BNACTEP Administrative Assistant

Department BNACTEP STEM Personnel Definition Classified, Regular Full-Time – Schedule D Term of Employment 12 months / 26 Pay Periods (Grant Funded) FLSA Non-exempt Supervision Received The levels of supervision received (chain of command) are: • BNACTEP Director • President Supervision Exercised · None General Statement of Duties Under the direction of the BNACTEP Director, the BNACTEP Administrative Assistant provides administrative, program, and student support necessary to accomplish the goals and objectives of the BNACTEP program. The position coordinates day-to-day office functions; assists with program activities, purchasing, records, payments, data collection, and grant documentation; and provides support for student career-readiness, internship, apprenticeship, and employment activities. The Administrative Assistant also assists with employer and community outreach, career events, student placement tracking, and the maintenance of career-development resources in accordance with BNACTEP grant requirements and established Blackfeet Community College policies and procedures. Specific Area of Duties • Assist with coordination of BNACTEP activities, events, workshops, trainings, and Career Center activities for students. • Assist with scheduling Career Center events, workshops, employer visits, guest speakers, job fairs, recruitment activities, and networking opportunities. • Plan, organize, develop, and distribute letters, flyers, mailers, electronic notices, and other materials to publicize BNACTEP and Career Center activities. • Contact and schedule guest speakers, employers, tribal programs, community organizations, and other workforce partners for workshops, events, and career activities as directed by the BNACTEP Director. • Maintain career-development resources, occupational information, job boards, internship and apprenticeship opportunities, and other career-readiness materials for students. • Assist students with basic career-readiness support, including resumes, cover letters, job applications, employment resources, and information regarding internship, apprenticeship, and employment opportunities. • Provide follow-up communication with students regarding available employment, internship, apprenticeship, and career-development opportunities. • Assist the BNACTEP Director with employer and community outreach and scheduling employer or work-site visits as directed. • Maintain current employer, tribal program, community organization, and workforce partner contact information and records. • Assist with tracking student internships, apprenticeships, job placements, employer contacts, student participation, and placement outcomes for grant reporting and program records. • Maintain spreadsheets used to collect student attendance, grade, retention, stipend, placement, and other required program information. • Maintain the BNACTEP grant filing system, sign-in sheets, statistics, program records, and supporting documentation in accordance with established procedures. • Assist the BNACTEP Director with monitoring the grant budget and participate in expenditure or budget meetings as requested. • Maintain an inventory of BNACTEP equipment and materials and assist with or process purchasing in accordance with College procedures. • Maintain a calendar of payment dates for contractors, tutors, students, presenters, vendors, and other program-related payments; ensure required timesheets and supporting documents are submitted timely. • Ensure required Business Office documentation for purchasing, stipends, vendor payments, and other program expenditures is complete and submitted in a timely manner. • Assist with collecting, organizing, and maintaining data and documentation needed for BNACTEP grant reports, program evaluation, and compliance requirements. • Attend meetings, conferences, seminars, and trainings as recommended that relate to BNACTEP program operations, career services, and student support. • Maintain an organized office, program files, storage areas, and student resource areas. • Perform other duties necessary to the function of Blackfeet Community College and the BNACTEP program as assigned. Qualifications • Associate degree Office Management, Business Administration, Secretarial Science, Social Work, Human Services, or a related field required. • Minimum of two years of experience with directly related job skills in typing, word processing, data entry, computer operations, records management, and general office management required. • Experience working with students, career services, workforce development, or grant-funded programs preferred. Knowledge, Skills & Abilities Required Knowledge Required: • Knowledge of Tribally Controlled Colleges and the educational and workforce needs of Native American students. • Basic knowledge of career-readiness resources, employment opportunities, internships, apprenticeships, and workforce development activities. • Knowledge of general office procedures, records management, purchasing documentation, and data tracking. Skills Required: • Proficiency in word processing, spreadsheets, data entry, email, and general computer operations. • Strong written and verbal communication, organization, time management, and attention to detail. • Ability to maintain accurate records and prepare routine reports and program documentation. • Strong human relations skills and the ability to establish cooperative working relationships with students, employees, employers, and community partners. Abilities Required: • Ability to manage multiple assignments, meet deadlines, and maintain confidentiality. • Ability to assist students with career-readiness materials and connect them with appropriate program resources. • Ability to work collaboratively with the BNACTEP Director, College departments, employers, tribal programs, and community organizations. • Ability to work respectfully and effectively with students from diverse backgrounds and within the Blackfeet community. Complexity Work requires organization, attention to detail, knowledge of established office and grant procedures, and the ability to coordinate multiple administrative and student-support activities. The incumbent works within established policies and procedures and refers higher-level program, counseling, placement, or policy decisions to the BNACTEP Director. Personal Contacts Has contact with College personnel, students, Board of Trustees, Blackfeet Tribal departments and programs, employers, community organizations, vendors, and other related entities and persons necessary to conduct the day-to-day business operations of the BNACTEP program. Physical Demands Normal demands of office work apply. Walking, standing, and sitting at a desk are required. Some lifting may be required, including books, equipment, supplies, and other miscellaneous materials. Guidelines The incumbent will be guided by: • Position Description • BFCC Employee Policies and Procedures Manual • BFCC Catalog • BNACTEP grant requirements and approved program procedures • All applicable College, tribal, state, and federal policies, procedures, laws, rules, and regulations.