Education Administrative Assistant

Job Description:

SUMMARY

The Education Administrative Assistant is responsible for providing comprehensive administrative and organizational support to the Director of Education and the Education Department while supporting the growth and development of the department by filling service gaps, organizing priorities, managing communications, and ensuring compliance with organizational policies and procedures.

PRINCIPAL ACTIVITIES & RESPONSIBILITIES:

• Supports the Director of Education by organizing priorities, coordinating schedules, and maintaining an efficient workflow.
• Provides administrative and reception support to the Director of Education, ensuring smooth operations.
• Drafts and prepares professional correspondence, reports, and presentations as required.
• Oversees departmental budgets, manages purchase requests, and collaborates with the finance department for order processing and budget tracking.
• Assists the Director of Education in the development and implementation of new educational programs and activities for the Tribes.
• Aids in researching and securing funding from relevant sources to support educational initiatives.
• Supports the coordination and management of the Johnson O’Malley youth activities, as well as the CTCLUSI Higher Education funding program for eligible Tribal Members.
• Contributes to the development of curriculum materials for Tribal events and educational presentations.
• Manages calendars, tracks deadlines, and provides reminders to ensure timely completion of departmental and director responsibilities.
• Serves as the primary point of contact for the Education Department, delivering exceptional customer service to Tribal families, students, and the public.
• Responds to inquiries promptly, ensuring the accurate delivery of information and collection of required data or documentation.
• Creates and distributes informational materials, including newsletters, forms, and program guides.
• Maintains accurate departmental records, including student files, grant documentation, and departmental archives.
• Collaborates across departments to streamline services and enhance support for Tribal members.
• Prepares agendas, attends meetings, and takes detailed notes for Education Committee and departmental use.
• Manages communication channels, including phone calls, emails, social media, and text updates, ensuring effective stakeholder engagement.
• Assists in research efforts to support departmental projects and grant applications.
• Coordinates logistics for events, including set up, supply management, and follow-up tasks.
• Provides transportation for Tribal members and participants as required, adhering to Tribal policies and guidelines.
• Interacts effectively and positively with Tribal members, CTCLUSI staff, and the general public.
• Other duties as directed by management.

LEVEL OF AUTHORITY & RESTRICTIONS:

• This is a non-supervisory position.

PHYSICAL & MENTAL DEMANDS:

• Must be able to walk, talk, hear, use hands to handle, feel or operate objects, tools, or controls, and reach with hands and arms.
• Vision abilities required by this job include close vision and the ability to adjust focus.
• Must be required to push, pull, lift, and/or carry up to 40 pounds.

WORKING CONDITIONS & ENVIRONMENT:

• The noise level in the work environment is usually moderately quiet.
• Occasional evening or weekend hours may be required for events or departmental needs.

HOURS

• 40 hours per week.
• Generally Monday through Friday 8am to 5pm with possible occasional evening and weekend work.

JOB LOCATION

Tribal Administrative Office

1245 Fulton Avenue

Coos Bay, Oregon 97420

Experience and Skills:

MINIMUM JOB REQUIREMENTS:

• Must be at least 25 years of age in order to operate a Tribally owned vehicle.
• Must have a valid driver’s license and be able to be insured to drive Tribal Government vehicles.
• Requires High School diploma or GED equivalent.
• Must have a Bachelors’ Degree in business administration, education or equivalent combination of education, experience, and training.
• Intermediate understanding of computer programs, with high proficiency in all Windows applications.
• Must have demonstrated ability to work in a fast-paced, diverse environment where organization, prioritization and teamwork are required for success.
• Ability to communicate clearly and effectively in English, verbally, in writing or by other acceptable means.
• This is a safety sensitive position and will be subject to pre-employment drug testing and criminal history background check, which will include fingerprinting.
• Must have employment eligibility in the U.S.
• Indian preference will be observed in the hiring process.