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 Calista Education and Culture (CEC) in meeting strategic goals by providing program and operational support for identified programs and functions, including the Ciutmuarluni project and other work assigned by the Implementation Director. The role provides organizational, program, operational, and accounting support. It coordinates program records and documentation, prepares draft reports and correspondence, supports meetings and events, manages schedules and shared communications, performs accurate data entry, and helps maintain office organization and supplies. It also assists with accounts payable documentation, financial records, and audit information. The position works under the direction of the Manager or designated supervisor and has no supervisory responsibilities. The role operates in a fast-paced, multitasking, customer-service-oriented environment that values collaboration, cultural respect, and teamwork. It requires adaptability to changing priorities and effective performance; overtime may be required periodically. Travel within Alaska, including the Calista Region, may be required to support program activities.

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 organizational, information management, follow-up, prioritization, multitasking, and deadline-management skills, with minimal oversight.
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.
Analytical and problem-solving skills, including evaluating information, drawing conclusions, and supporting decision-making.
Interpersonal skills to build and maintain 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; coordinate 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 use resourcefulness to resolve problems.
Ability to identify opportunities to improve personal work output and implement effective solutions.
Ability to work flexibly in a fast-paced nonprofit environment 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 build collaborative relationships with colleagues, customers, partners, and community members.
Foster communication and teamwork by sharing 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 through receipt, review, processing, data entry, tracking, filing, and retention in compliance with regulatory requirements.
Maintain accurate and complete program records to support reporting, audits, and decision-making.
Prepare draft reports, summaries, and data sets for review by CEC leadership; develop, maintain, and issue program documentation to customers in alignment with program scope.
Manage small-scale projects for the organization and department and provide day-to-day professional, organizational, and technical support under the Manager or designated supervisor.
Respond to program questions, requests, concerns, and phone inquiries; escalate matters to the Manager or designated supervisor when needed.
Maintain working knowledge of program policies and procedures and ensure services align with program standards.
Monitor shared email inboxes, respond to general questions, and field inquiries as needed.
Draft, prepare, and proofread correspondence and other 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; schedule appointments, maintain the CEC calendar, and 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; coordinate and maintain accounting files and archives; assist with gathering information for audits.