The CIRI Foundation

JOB DESCRIPTION

Position:Program Assistant

Department:Education

Reports to:President/CEO

Supervises:None

Type:Regular, Non-Exempt Full-time

Date:September 25, 2012

Revised:April 21, 2016

General Function: This position provides administrative support for the education/heritage project grant programs, individual scholarships, and backup assistance to the Administrative Coordinator. Position assists in the organization and implementation of specific projects using knowledge of good business practices, policies, and organizational skills. Excellent customer service skills, attention to detail, and intermediate-level user skills with databases, web programming, File Maker Pro,and Microsoft Accesspreferred.

Major Activities: (Typical Duties/Responsibilities in priority order) / Est. % of Time
Project Grant Program: / 40%
Advises current and potential applicants about TCF’s application process and eligibility requirements for the education/heritage grant programs.
Performs initial screening of education/heritage grant applications for completeness and verifies eligibility of applicants. Prepares Acknowledgement emails and distributes to the applicants.
Prepares and maintains the education/heritage grant applications in cooperation with the President/CEO and consistent with approved TCF Grant Processing Procedures.
Responds to inquiries from education/heritage project grant applicants.
Processes incoming applications, including data entry, and maintains files for education and heritage project grants.
Prepares summary of education/heritage project grant reports for President/CEO review.
Facilitates the disbursement of awarded funds and facilitates the project grant close-out process.
Individual Scholarship/Grant Program / 40%
Advises current and potential applicants about TCF’s application process and eligibility requirements for the individual scholarship/grant programs.
Assists in performinginitial screening and processing of individual scholarship/grant applications, including data entry. Assists with Acknowledgement emails and distributes to the applicants.
Assists in preparing and maintaining pending online individual scholarship/grant applications in cooperation with the Program Assistant and Program Officer and consistent with approved TCF Grant Processing Procedures.
Process check letters for individual scholarship and grants programs consistent with TCF’s processing procedures.
Assists with online application deployment testing, provides consultation on application development.
Respond to inquiries from current and potential individual scholarship/grant applicants as back up to Program Assistant.
Administration: / 20%
Updates website and prepares press releases for web and electronic distribution.
Assists Administrative Coordinator with basic functions including but not limited toaccounts payable/receivable, tracking of incoming and outgoing checks, processing of alternative investment capital calls and disbursements.
Provides staff support at annual Foundation events (CIRI Golf Classic, CIRI/TCF Potlatch, Informational Meetings in Southcentral AK [i.e. Anchorage and Kenai]).
Assists with Foundation outreach and Alaska Native education issues supported by TCF.
Assists in the implementation of selected Foundation projects as authorized by the Program Officer or President/CEO.
Performs related duties as assigned by the Program Officer or President/CEO.

Skills, Knowledge and Abilities:

  • Knowledge and practical experience with post-secondary institutions and student financial aid
  • Knowledge of general business formats and procedures
  • Proficiency on Windows computer equipment and programs; intermediate-level user skills with databases,File Maker Pro,and Microsoft Accesspreferred; knowledge of web programming
  • Knowledge of basic accounting skills to process project grant check requests and to assist in tracking project grant budget
  • Proficient with proper grammar, good vocabulary and spelling
  • Knowledge of proper telephone etiquette
  • General understanding of grant making
  • Ability to compose basic business correspondence
  • Proofreading skills
  • Use of basic office equipment such as copiers, printers, and postage equipment
  • Knowledge of filing procedures
  • Positive communication skills and attitude with Beneficiaries and the public; excellent customer service skills required
  • Accuracy and detail in record keeping – exceptional attention to detail needed
  • Ability to work occasional overtime, weekend, or evening hours
  • Ability to lift 25 pounds
  • Knowledge of the Alaska Native Claims Settlement Act of 1971 (ANCSA)

Minimum Experience Qualifications:

  • Two-year associate degree preferred
  • Minimum of four years of responsible administrative duties preferredor
  • Any combination of training and experience that provides the required skills, knowledge and abilities

Standards of Employee Conduct: Employee Responsibilities

  • Commitment to the mission of The CIRI Foundation
  • Responsible use of working time with efficient task performance and quality results
  • Cooperation with supervisor and other employees
  • Observance of safety and health rules
  • Proper use and maintenance of company equipment and materials
  • Respect for other employees and their property
  • Maintenance of responsible attendance standards, including prior notification of absence
  • Good grooming and suitable business attire for meeting the general public
  • Protection of confidential information

Required Contacts:

  • Foundation staff
  • Periodic contact with The Foundation’s accounting service staff, IT staff
  • Community and business leaders
  • Other Native and civic organizations
  • Foundation Beneficiaries by telephone and in person
  • University/college financial aid offices

JOB DESCRIPTION APPROVAL:

Employee: ______Date: ______

(Signature)

Supervisor: ______Date: ______

(Signature)