Grant Administrative/Academic Assistant

Pala Band of Mission Indians•Pala, CA

20h

About The Position

Serves as the Administrative/Academic Assistant to the Education Director, who is responsible for performing a variety of clerical and administrative tasks related to the Pala Learning Center. Also assists the Director, students, and parents with academic needs.

Requirements

Ability to encourage, positively reinforce, and provide constructive feedback to students to build
Ability to maintain confidential
Ability to work
Ability to function well in a high-paced and, at times, stressful
Exceptional verbal and written communication
Excellent organizational skills and attention to
Excellent time management skills with a proven ability to meet
Extensive knowledge of office administration, clerical procedures, and recordkeeping
Extremely proficient with Microsoft Office Suite or similar software, with the ability to learn new or updated
Strong analytical and problem-solving
Thorough understanding of multiple, effective methods of
Prefer a Bachelor's degree in education or business-related
Proficient in QuickBooks or accounting
At least two years of experience working as an Administrative
Must have a valid California Driver's License in good
Must successfully pass a Fingerprint-based background check of potential employees, volunteers, and contractors pursuant to Public Law 101-630 - Indian Child Protection and Family Violence Prevention Act.
Must acknowledge and agree to maintain a Drug-Free workplace (including Marijuana) as a condition of employment with the Pala Band of Mission Indians.
All employees are expected to follow the Tribal Personnel Policies and Procedures of the Pala Band of Mission Indians and must adhere to any additional applicable addendum.

Responsibilities

Administrative & Executive Support
Provide comprehensive administrative support to the Education Director, including scheduling, correspondence, project coordination, recordkeeping, and confidential matters
Welcome and assist visitors, students, parents, and community members; answer phones and respond to inquiries
Prepare reports, summaries, letters, and meeting materials
Conduct research and complete special projects as assigned
Attend meetings on behalf of the Director as assigned and report back
Perform additional duties as needed to support the Education Department
Other duties as assigned
Scholarship, Financial Aid & Grant Support
Manage the Tribe’s scholarship program, including outreach, application assistance, tracking, disbursement coordination, recipient support, and reporting
Assist students and families with FAFSA, scholarships, school applications, resumes, cover letters, and job applications
Research, assist with writing, manage compliance, and support reporting for educational grants
Perform basic grant bookkeeping and reporting using Microsoft Excel and QuickBooks
Research funding opportunities for the Learning Center, Little Feathers Preschool, and Sensory Studio
Academic & Student Support
Provide tutoring, homework assistance, re-teaching, and academic skill-building support
Maintain confidentiality of student records and information
Support tutoring services during staff absences
Program Development & Events
Develop and launch new programs, including the Report Card Program, Mock Interview and Resume Program, STEAM challenges, and library engagement initiatives
Plan, organize, promote, and execute educational events and workshops
Organize, host, and fundraise for the College and Career Fair, including logistics and participant recruitment
College, Career & Partnerships
Coordinate with colleges and universities, including UC San Diego, SDSU, Cal State San Marcos, Palomar College, GCU, and others
Schedule campus tours and facilitate college and career readiness workshops
Support and promote MOU partnerships, including with Cal State San Marcos
Work with multiple school districts and committees, including BUSD, VCPUSD, and TVUSD
Represent the Tribe and Education Department at conferences, workshops, and community events
Attend educational meetings regularly
Outreach, Technology & Communications
Deliver one-on-one technology training for seniors and adults, including device use, email, social media, Excel, and Google Workspace
Create promotional flyers and materials using Canva
Manage and update websites and social media accounts for education programs, including the Sensory Studio and Learning Center
Preschool, Youth & Community Support
Assist with preschool operations, including pickup/drop-off and promotional activities
Support the Preschool Coordinator and Youth Center staff with programs, events, and outreach
Serve as a liaison between the Tribe, students, parents, school districts, and community partners