The Program Coordinator provides a high level of support, coordination and implementation of program deliverables. The incumbent is responsible for a variety of tasks including, but not limited to, assisting with report writing, coordinating and conducting project activities and fostering relationships with program stakeholders.
Specific duties include, but are not limited to:
- Coordinate and conduct project activities with program staff, community members and other key stakeholders.
- Provide training, technical assistance and implementation of program
- Coordinate and aid in writing a variety of reports including, but not limited to, progress reports, annual reports and internal reports.
- Assist in conducting evaluation, data collection and facilitation of programming at participating sites.
- Foster relationships with stakeholders to strengthen program collaborations and partnerships.
- Create and/or oversee the creation of promotional/marketing materials including, but not limited to, brochures, flyers and newsletters.
- Coordinate and aid in the facilitation of conference calls, meetings and other program events.
- Ensure formal agreements, contracts, invoices and purchase requests follow proper channels and are in accordance with the funding agency and GPTCHB policies/procedures.
- Maintain accurate and complete program files.
- Assist with administrative functions as needed including, but not limited to, maintaining the program budget; travel arrangements; expenses and logistics for trainings and meetings; maintaining inventory for program equipment and materials, recording and transcribing meeting minutes; and obtaining quotes and supplies for program related activities.
- Effectively plan, organize workload and schedule time to meet the demands of the position.
- Work in a cooperative and professional manner with OHC and GPTCHB staff.
- Treat Great Plains tribes and collaborators with dignity and respect.
- Utilize effective verbal and written communication skills.
- Advance personal educational development by attending training sessions and seminars as appropriate.
- Exemplify excellent customer service with tribal stakeholders, health board colleagues, program partners, service recipients, visitors and guests.
- Foster a work environment of wellness, courtesy, friendliness, helpfulness and respect.
- Relate well and work collaboratively with coworkers and all levels of staff in a professional manner.
- Consistently demonstrate respect for and acceptance of differing capabilities, cultures, gender, age, sexual orientation and/or personalities.
- Maintain and ensure organizational privacy and confidentiality.
- Handle crisis and tolerate stress professionally.
- Be self-directed and take proactive initiative to assist others.
- Resolve issues with other departments and coworkers without direct supervision if needed.
- Exercise flexibility to alter plans/routines when situations require and continue to perform without projecting stress/frustration that would adversely affect the work environment.
- Promote an alcohol, tobacco and drug-free lifestyle.
- Embrace modes of appearance and attire that reflect a professional presence.
- Adhere to GPTCHB policies and procedures.
- Knowledge of the grant writing.
- Knowledge of various funding agencies.
- Knowledge of budgeting and financial management principles.
- Knowledge of the structure, functions and operations of GPTCHB departments.
- Knowledge of computers and job-related software programs.
- Knowledge of local, state and federal laws and regulations applicable to area of responsibility.
- Ability to identify and resolve problems in a timely manner.
- Ability to meet deadlines.
- Ability to research, synthesize large amounts of information (technical, legal, financial, and anecdotal) and communicate clearly the key information.
- Ability to inspire respect and trust; mobilize others to fulfill the vision; provide vision and inspiration.
- Ability to support and commit to OHC and GPTCHB policies and procedures.
- Ability to supervise, evaluate, coach, and develop staff.
- Ability to work with personal computer and utilize a variety of software applications, including email.
- Ability to communicate clearly and effectively, both orally and in writing.
- Ability to prioritize and shift priorities in a changing environment.
- Skill in employee management and supervision.
- Skill in critical thinking, deductive reasoning and decision making.
- Skill in researching, compiling and analyzing information.
- Skill in creating and facilitating trainings and materials
- Skill in prioritizing and planning.
- Skill in use of personal computer and a variety of job related software applications.
- Skill in interpersonal relations.
- Skill in oral and written communication.
The supervisor makes assignments by defining objectives, priorities, and deadlines and assists the employee with unusual situations that do not have clear precedents. The employee plans and carries out the successive steps and handles problems and deviations in the work assignments in accordance with instructions, policies, previous training, scope of license/certification, or accepted practices in the occupation. Completed work is usually evaluated for technical soundness, appropriateness, and conformity to policy and requirements. The methods used in arriving at the end results are not usually reviewed in detail.
Guidelines are available but are not completely applicable to the work or have gaps in specificity. The employee must use judgment in interpreting and adapting guidelines, such as agency policies, regulations, precedents, accreditation requirements, advanced clinical protocols, and work directions for application to specific cases or problems. The employee analyzes results and recommends changes.
Guidelines include GPTCHB, OHC and department policies and procedures.
Complexity/Scope of Work
The work includes some variations, and may involve different and unrelated processes and methods. The decision regarding what needs to be done depends upon the analysis of the subject, phase, or issues involved in each assignment, and the chosen course of action may have to be selected from many alternatives.
The personal contacts are with employees throughout the organization and are generally engaged in different functions and kinds of work, and may be representatives from various levels. Other personal contacts at this level include contact with partner organizations, Tribal affiliate organizations, and members of the general public.
Work Environment/Physical Demands
The characteristic demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.
The work is typically performed while sitting at a desk or table or while intermittently sitting, standing or stooping. The work is typically performed in an office and the noise level in the work environment is usually quiet. While performing the duties of this Job, the employee is regularly required to sit; use hands and fingers to manipulate, handle, or feel; and, talk or hear. The employee must regularly lift and/or move light objects. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
This position requires operation of a motor vehicle, and may require travel.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Supervisory and Management Responsibility
This position has no formally assigned supervisory responsibility or authority. The employee is responsible only for the performance of their own assigned work. They may be asked to train new employees in the fundamentals of the jobs or to participate in cross‑training of other employees in the department, but such assignments do not include the on‑going authority to assign and review work of other employees or to recommend or take corrective action with regard to other employees' performance.
- Associates degree required; bachelor’s degree preferred and three (3) years of relevant experience sufficient enough to understand the major duties of the position.
- Documented grant management and/or administrative experience preferred.
- Strong verbal and written communication skills with the ability to be detail oriented.
- Strong public speaking skills with the ability to speak in front of large and small groups.
- Self-directed and able to complete tasks with little direction.
- Computer and technical skills (including Word, PowerPoint, Excel, Outlook, etc.).
- Experience that indicates the ability to interact effectively with leaders among Indian communities, government agencies, scientific and academic communities, medical and health-related organizations, non-governmental groups and the public at large is required.
The GPTCHB is a tribal organization which follows tribal preference laws. It is our policy to give preference to qualified Indian/Tribal candidates over qualified non-native candidates in hiring decisions, if all other qualifications are equal.
Must successfully pass a criminal and background check and a pre-employment drug screen.