BNACTEP Administrative Assistant

Blackfeet Community College•Browning, MT

10d

About The Position

Under the direction of the BNACTEP Director, the BNACTEP Administrative Assistant provides administrative, program, and student support to help accomplish BNACTEP program goals and objectives. The position coordinates day-to-day office functions and assists with program activities, purchasing, records, payments, data collection, and grant documentation. It also supports student career readiness, internships, apprenticeships, employment activities, employer and community outreach, career events, student placement tracking, and career-development resources in accordance with BNACTEP grant requirements and Blackfeet Community College policies and procedures. The role works within established policies and procedures and refers higher-level program, counseling, placement, or policy decisions to the BNACTEP Director. It involves contact with College personnel, students, the Board of Trustees, Blackfeet Tribal departments and programs, employers, community organizations, vendors, and other entities needed for day-to-day BNACTEP operations. The position is grant-funded and is classified as regular full-time, with a 12-month term of employment across 26 pay periods. It is non-exempt and does not supervise other employees.

Requirements

Associate degree in Office Management, Business Administration, Secretarial Science, Social Work, Human Services, or a related field.
At least two years of experience with directly related job skills in typing, word processing, data entry, computer operations, records management, and general office management.
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.
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 ability to establish cooperative working relationships with students, employees, employers, and community partners.
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.

Nice To Haves

Experience working with students, career services, workforce development, or grant-funded programs.

Responsibilities

Assist with coordinating BNACTEP activities, events, workshops, trainings, and Career Center activities for students.
Schedule Career Center events, workshops, employer visits, guest speakers, job fairs, recruitment activities, and networking opportunities.
Prepare and distribute letters, flyers, mailers, electronic notices, and other materials publicizing BNACTEP and Career Center activities.
Contact and schedule guest speakers, employers, tribal programs, community organizations, and workforce partners for activities as directed by the BNACTEP Director.
Maintain career-development resources, occupational information, job boards, and information about internship and apprenticeship opportunities.
Provide students with basic career-readiness support, including assistance with resumes, cover letters, job applications, employment resources, and information about internship, apprenticeship, and employment opportunities.
Follow up with students about employment, internship, apprenticeship, and career-development opportunities.
Assist the BNACTEP Director with employer and community outreach and schedule employer or work-site visits as directed.
Maintain current contact information and records for employers, tribal programs, community organizations, and workforce partners.
Track student internships, apprenticeships, job placements, employer contacts, student participation, and placement outcomes for grant reporting and program records.
Maintain spreadsheets for student attendance, grades, retention, stipends, placements, and other required program information.
Maintain the BNACTEP grant filing system, sign-in sheets, statistics, program records, and supporting documentation according to 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 timesheets and supporting documents are submitted on time.
Ensure required Business Office documentation for purchasing, stipends, vendor payments, and other program expenditures is complete and submitted timely.
Collect, organize, and maintain data and documentation for BNACTEP grant reports, program evaluation, and compliance requirements.
Attend recommended meetings, conferences, seminars, and trainings related to BNACTEP operations, career services, and student support.
Maintain 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.