Wabanaki Public Health & Wellness (WPHW) is growing, and we are excited to be adding new people to our team! If you value inclusivity, balance, and cultural centeredness and have a true passion for serving others, you may be a great fit for our team! WPHW is a non-profit organization that serves four federally recognized tribes located in five communities: the Houlton Band of Maliseet Indians, the Aroostook Band of Mi'kmaq, the Passamaquoddy Tribe at Indian Township, the Passamaquoddy Tribe at Pleasant Point, and the Penobscot Nation. Wabanaki traditions, language, and culture guide our approach and describe the ways we live in harmony with each other and the land we collectively share. Services are available to community members living on and off-reservation across the state of Maine.

Position Summary:

The Administrative and Data Specialist provides key administrative functions and support to the Center for Wabanaki Research, Knowledge, and Innovation (CRWKI). This position will coordinate meetings and prepare minutes, speak with external partners to facilitate communication, maintain CWRKI file organization standards, be the key coordinator of administrative tasks including planning and facilitating site visits, conferences, print jobs for CWRKI and assist with internal and external communication needs. This position will also work on data projects including informatics, the Wabanaki Surveillance System, data cleaning and report generation. This person is a self-directed team player who takes initiative, anticipates needs, is extremely well organized, and ensures high-quality results. This position will be full time and work closely with the project management team, 40 hours per week.

Duties and Responsibilities:

Administrative Support

• Coordinate meetings and meeting schedules for CWRKI and external partners.
• Take meeting minutes and distribute to project teams.
• Coordinate site visits for CWRKI and external partners.
• Coordinate and facilitate conference schedule and attendance.
• Set up and monitor needed print jobs for CWRKI team.
• Organize, plan, and implement specified projects within CRWKI in close collaboration with the Project Manager.
• Meet with the CWRKI team to document current projects.
• Follow up and close loop on tasks with key stakeholders to ensure project dates are met.
• Maintain calendar of events for CRWKI.
• Maintaining strong working relationships with internal as well as external constituencies.

Information Preparation

• Coordinate briefing materials, information flow, and research materials.
• Format and facilitate dissemination of information for internal and external communication – memos, emails, presentations, reports, other research related materials as directed.
• Attend CRWKI meetings to prepare minutes/summaries, capture action items and next steps.
• Assist in maintaining project status report and update on a weekly basis.
• Pull together needed data reports from REDCap or other sources as needed.

Data Analysis

• Assist with the development of Wabanaki Surveillance system by providing key data cleaning and entry.
• Assist in developing and distributing needed reports from cleaned data and other sources.
• Assist in the implementation and maintenance of the Data Inventory.
• Coordinate with external partners to identify data sources and data gaps.
• Manage all aspects of special projects as assigned. Individual is expected to perform duties with a high degree of independence, initiative, and judgment.

Other Duties

• Support community-based meetings and events, as directed.
• Attend public health trainings and research-based trainings, as needed.
• Participate in other research related work as needed.

Education and Experience Required:

• Bachelor’s Degree in Business, Finance, Public Health, or other related field and 2 year of progressively complex administrative experience – preferably with research experience– OR
• At least 6 years of progressively complex administrative experience – preferably with research experience.

Skills and Qualifications Required:

• Project Management experience strongly preferred.
• Excellent planning, time-management, analytical, and organizational skills.
• Proven experience prioritizing and making decisions with respect to multiple competing priorities.
• Proven interpersonal skills and experience providing complex administrative support in a high-profile, fast-paced environment with courtesy, flexibility, professionalism, diplomacy, efficiency, and confidentiality.
• Excellent verbal and written communication skills, including grammar, spelling and composition are necessary.
• Extremely proactive and detail oriented while working in a fast-paced environment.
• Works under minimal supervision; can set own work sequence and pace within process limitations, as well as a self-starter who will be to take direction and feedback from supervisor, as needed.
• Proficient use of standard office equipment such as printers, copiers, faxes, and scanners etc.
• Flexibility, creativity, and ability to work with a variety of personalities and constituencies to meet the demands of the role.
• Ability to serve as a trusted member of an essential team and uphold a strict level of confidentiality.
• Ability to prioritize the current agenda of tasks and anticipate future responsibilities.
• Proficient in Microsoft Office, including Outlook, Word, Excel, PowerPoint as well as Microsoft 365, Teams, and Zoom. Project Management software experience is desirable.
• Possession of a valid driver’s license and the ability to be insurable under the Agency’s automobile insurance plan at the standard rate.
• Must pass criminal and other background checks as required by Agency.

Wabanaki Public Health & Wellness is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.