Special Projects Assistant (HR - Recruitment)

Special Projects Coordinator - Human Resources, Recruitment 

This is a temporary "Emergency Hire" position within the Human Resources Department providing project support, with a focus on recruitment. This role will screen applicants, coordinate with hiring managers through the recruitment process, assist managers with adoption of the new Applicant Tracking System, update applicants on status, and provide general HR project and administrative assistance.  The successful candidate will be highly organized, detail oriented, reliable and able to navigate new systems and processes quickly and effectively. This is a temporary role anticipated to last 90 days and is an excellent opportunity for a current or recent college graduate (we accept education year for year in lieu of experience) or somebody looking to get their career started with an great organization.

Indian Preference in hiring is given to qualified enrolled members of Ketchikan Indian Community (KIC) and Native Americans consistent with P.L. 93-638 and in accordance with KIC policy and other applicable federal laws.

Job Summary

The Incumbent will provide comprehensive organizational and administrative support to the Department. Special Projects Assistant will ensure the smooth coordination and completion of department projects and activities by assisting in researching and gathering necessary information, reporting, scheduling, identifying gaps or errors in data, gathering needed resources, tracking progress, compiling performance data, and other duties as assigned by management to support department functions. Overall, this position will be responsible for duties that will facilitate the successful and timely completion of departmental projects and activities, including tasks necessary to support department staff in fulfilling key duties, to further the strategic direction of the department. 

Individual will perform specialized administrative tasks of varying complexity in the service of achieving project-based goals and objectives in line with department goals. Duties will be carried out with varying levels of independence within established guidelines and policies under the general supervision of the Director.

Job Duties & Responsibilities

Planning, scheduling and coordinating key meetings, conferences, teleconferences; Attending and participating in appropriate meetings. Managing calendars and scheduling appointments (e.g. recruitment and interview coordination). Provide support and information to employees, stakeholders, and administration as needed. Facilitates necessary duties for department and providing general support and assistance.

Carries out initiatives for improvement of administrative services or department functions.  Takes a systems approach to problem solving and process improvement, involving key staff and stakeholders. 

Coordinate document preparation.  Assist in ongoing implementation tracking and review of projects/plans.  Read, research, prepare presentations, spreadsheets, and other documents using verbal and written input.  Provides correspondence with employees, stakeholders, administration, and others to facilitation timely completion and quality functioning through term of a project.

Other related duties as assigned.

QUALIFICATIONS

Education

High school diploma or equivalent required.  

Experience

Three years’ experience in administrative/secretarial experience and one year of project coordination or executive assisting. 

A combination of relevant experience, education, and training may substitute for education and experience requirements on a year-for-year basis.

Necessary Knowledge, Skills, and Abilities

• Ability to be flexible in order to perform at the highest level as a team player.
• Ability to implement and apply a budget.
• Knowledge of print, digital, (Twitter, Facebook, LinkedIn, Instagram, etc.) as well to communicate to tribal members the services available.
• Ability to utilize maximum degree of professionalism and diplomacy with those who may be experiencing a high degree of stress both mentally and/or physically (both tribal members and co-workers).
• Strong understanding and sensitivity to American Indian/Alaska Native (AI/AN) Tribal culture and lifestyle, working effectively with AI/AN populations.
• Effective oral and written communication skills with sensitivity to the lifestyles of targeted participants; ability to communicate professionally over the telephone and in person in a positive and clear manner.
• Skills in operating personal computers using a variety of computer software; skills in Microsoft Office 365 Suite or related 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 take verbal instruction and prioritize assignments and deadlines of varying importance or urgency.
• Ability to work independently with minimal supervision, as well as with teams.

Salary : $27 - $41