Special Project Assistant

Ketchikan Indian Community • Ketchikan, AK

2d • $27 - $41 • Onsite

About The Position

The Special Projects Assistant provides comprehensive administrative, organizational and project coordination support to Clinic Administration. This position is responsible for planning, organizing, tracking, and assisting in facilitating special projects, strategic initiatives, operational activities, training programs, and events that support clinic goals and organizational priorities. Assists in coordinating and completing projects, events, activities, trainings, employee engagement activities, and the tasks necessary to support the department’s strategic plan. The incumbent serves as a liaison among departments, leadership, staff, and external stakeholders to ensure projects are completed efficiently, timelines are met, and administrative operations function smoothly. This position exercises initiative, discretion, and sound judgment while managing multiple priorities in a fast-paced healthcare environment.

Requirements

• Strong understanding and sensitivity to American Indian/Alaska Native (AI/AN) culture and lifestyle, working effectively with AI/AN populations.
• Effective oral and written communication skills with sensitivity to the lifestyles of targeted participants.
• Skills in operating personal computers using a variety of computer software.
• Ability to establish and maintain cooperative working relationships with management, coworkers, and outside contacts.
• Ability to maintain strict confidentiality and comply with all applicable federal and tribal privacy laws and KIC policy (HIPAA, HITECH, etc.).
• Ability to learn and apply program/agency operating policies and procedures.
• Ability to manage multiple priorities and tasks concurrently and meet deadlines.
• Ability to work independently as well as with teams.
• Knowledge of project management principles, methodologies, and tools used for planning, implementation, tracking, and reporting.
• Skill in gathering, analyzing, and presenting data to support strategic planning, operational decision-making, and performance improvement efforts.
• Ability to coordinate meetings, trainings, events, and committee activities, including logistics, scheduling, documentation, and follow-up.
• Ability to identify process improvement opportunities and recommend operational efficiencies that support organizational goals.
• Ability to work professionally and effectively in a highly dynamic environment with changing priorities and frequent interruptions.
• Demonstrated commitment to customer service, professionalism, cultural humility, and continuous quality improvement.
• High School Diploma or GED
• Minimum three years’ experience in administrative/secretarial supervisory experience and one year of project coordination or executive assisting required.
• Proof of valid driver's license with acceptable driving record (when DL is required for the job).

Nice To Haves

• Knowledge of healthcare operations, clinic administration, and organizational structure preferred.
• Associate's degree in healthcare, administration, project management or other related field.
• Motivation for professional and career advancement.

Responsibilities

• Prepares meeting agendas, materials, presentations, minutes, and follows up on action items to ensure timely completion of assignments and project objectives.
• Monitors project timelines, deliverables, and milestones, providing regular updates to Clinic Administration regarding progress, risks, barriers, and opportunities for improvement.
• Coordinates communication and collaboration among departments, leadership, vendors, contractors, and external partners to support successful project outcomes.
• Maintains project tracking tools, implementation plans, status reports, and performance metrics to support departmental objectives and strategic initiatives.
• Assists with data gathering, research, analysis, and preparation of reports to support operational planning and decision-making.
• Provides cross-coverage and administrative support during staff absences or periods of increased operational demand.
• Maintains confidentiality while handling sensitive personnel, operational, financial, and organizational information.
• Supports development, implementation, and evaluation of Clinic Administration strategic goals, departmental work plans, and special initiatives.
• Coordinates training sessions, leadership meetings, workshops, onboarding activities, and special events, including logistics, scheduling, materials preparation, attendance tracking, and follow-up activities.
• Assists with planning and execution of employee engagement activities, community outreach events, and organizational initiatives.
• Identifies opportunities to improve workflow efficiency, operational processes, and project management practices and provides recommendations to leadership.
• Assists with policy, procedure, and process documentation updates related to clinic operations and administrative functions.
• Assists with clinic housing needs, such as check-in and check-out inspections, ensuring apartments are properly turned over, and coordinates any maintenance upkeep.
• Other related duties as assigned.

Benefits

• KIC is a Drug-Free Workplace. All employees must adhere to KIC drug and alcohol policies and procedures to ensure a safe workplace. Employees must pass a pre-employment and subsequent random and/or for cause drug and alcohol screening to be eligible for and maintain employment.
• KIC has several positions that must comply with the P.L. 101-630 Indian Child Protection and Family Violence Protection Act (ICPA); all employment offers in the "covered" classification are conditional until KIC has received a federal criminal background check verifying eligibility to work in these programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED