CEC - Program Coordinator/Administrative Assistant

Calista Corporation•Anchorage, AK

About The Position

The Program Coordinator/Administrative Assistant for the Implementation Team provides high-level, complex support to the Implementation Director and team members. The position supports CEC’s strategic goals by providing program and operational assistance for identified programs and functions, including the Ciutmuarluni project and other work assigned by the Implementation Director. The role coordinates program records and documentation, provides administrative and customer service support, assists with meetings and travel logistics, and supports accounting processes such as accounts payable documentation and audit preparation. It operates in a fast-paced, multitasking, customer service-oriented environment that values collaboration, cultural respect, and teamwork. Adaptability to changing priorities is required, and overtime may be required periodically. The position has no supervisory responsibilities.

Requirements

High school diploma required.
At least 4 years of related experience or an equivalent combination of education and experience.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint; ability to learn additional software as needed.
Detail-oriented, with strong organizational, information-management, and follow-up skills; able to prioritize, multitask, and meet deadlines with minimal oversight.
Strong time-management skills and ability to adapt to competing demands and shifting priorities.
Strong administrative and clerical skills.
Knowledge of accounts payable processing, terminology, and documentation standards.
Strong customer-service skills, including active listening, responsiveness, and culturally aligned service delivery.
Strong analytical and problem-solving skills, including evaluating information, drawing conclusions, and supporting decision-making.
Excellent interpersonal skills and ability to build collaborative relationships with colleagues, partners, and community members.
Effective oral and technical written communication skills, including presenting information, drafting correspondence, and preparing reports.
Ability to establish and follow systems and processes; schedule and coordinate in-person and virtual meetings, prepare agendas, and take accurate minutes.
Ability to use team-building and problem-solving skills in ongoing quality-improvement initiatives.
Ability to read, learn, and interpret organizational policies and procedures and connect them to CEC’s mission and goals.
Ability to accurately process large volumes of data into databases.
Ability to perform basic mathematical computations, detect unobvious facts and issues, and resolve problems resourcefully.
Ability to identify opportunities to improve personal work output and implement effective solutions.
Ability to work in a fast-paced nonprofit environment, adapt task responsibilities, and help team members when needed.
Willingness and ability to travel in the Calista Region as needed.
Ability to pass drug, driving, and background screenings.

Nice To Haves

Associate degree preferred.
Fluency in the Yupik language preferred.

Responsibilities

Provide culturally aligned customer service and maintain collaborative relationships with colleagues, customers, and partners.
Foster open communication and teamwork; share information, ideas, and feedback, and support colleagues during absences or high-demand periods.
Follow CEC policies, procedures, code of ethics, and health and safety requirements; protect confidential and sensitive information.
Participate in professional development and provide coordination support for CEC events as identified.
Coordinate program documents, including receipt, review, processing, data entry, tracking, filing, and retention in accordance with regulatory requirements.
Maintain accurate and complete program records for reporting, audits, and decision-making; prepare draft reports, summaries, and data sets for leadership review.
Develop, maintain, and issue program documentation to customers in alignment with program scope.
Manage small-scale organizational and departmental projects and provide day-to-day professional, organizational, and technical support under the direction of the Manager or designated supervisor.
Respond to questions, requests, and concerns, escalating to the Manager or designated supervisor when needed; maintain working knowledge of program policies and procedures.
Respond to program-specific phone calls and monitor shared email inboxes, answering inquiries or escalating them as appropriate.
Draft, prepare, and proofread correspondence and documents; perform accurate and complete data entry.
Use office software, databases, and virtual platforms to support program operations; keep office space organized and maintain office-supply inventory.
Support team schedules and tasks through scheduling, communication, and documentation; schedule appointments and maintain the CEC calendar.
Coordinate in-person and virtual meetings, including agenda preparation, materials distribution, facilitation support, and minutes.
Assist with travel logistics and travel within Alaska when required to support program activities.
Complete financial documentation in accordance with CEC Financial Management operating procedures.
Complete check requests; assemble, process, log, file, and distribute accounts payable documents and checks as appropriate.
Ensure receipts are documented and submitted; maintain accounting files and archives; assist with gathering information for audits.