Family Services Administrative Support Manager
Job Posting for Family Services Administrative Support Manager at Tanana Chiefs Conference
Description
Job Title
Family Services Administrative Support Manager
Location
Fairbanks, AK, US
Organization Name
Family Services
Job Summary
Job Summary: Incumbent provides administrative support for Family Services & Support and the Division and the Division Director with a high level of customer service. Job incumbent is responsible for assuring the division operates efficiently and effectively while performing a wide variety of technical and complex duties and handling sensitive information.
Adhere to the TCC Ch’eghwtsen’ model of service and guiding principle which requires providing timely and effective service along with the ability to interact with others in a way that inspires trust and demonstrates respect, compassion and empathy.
Adhere to the TCC Ch’eghwtsen’ model of service and guiding principle which requires providing timely and effective service along with the ability to interact with others in a way that inspires trust and demonstrates respect, compassion and empathy.
Essential Functions
Essential Functions: This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbent(s).
Representative Duties: Under the direct supervision of Family Services & Support Division Director:
1. Works with the Division Director and Program Managers to plan, organize, and prioritize activities and workflow to ensure efficient operations within the division.
2. Manage and maintain division directors’ schedule and calendar.
3. Receive, route and track documents requiring the Division Director or Department Director signature, prioritizing any time sensitive documents, including but not limited to grants, contracts, travel authorizations and purchase requisitions.
4. Responsible for documenting, researching and following up with inquiries from within TCC or by external partners as directed by the Division Director.
5. Trains and provides continuing guidance to support staff to ensure effective administrative office operations; including but not limited to travel, purchasing procedures, meetings, orientation, office procedures, MOA’s and new hire documents.
6. Oversee special projects and partnering with other programs, divisions, or departments throughout TCC to ensure a successful event.
7. Manages, orders and purchases supplies as required for Family Services.
8. Oversees screening and intake application process for the division.
9. Recruits, trains, supervises, directs, evaluates and disciplines staff.
10. Compile data and information to prepare correspondence, forms, other documentation, presentations, workshops or gatherings as requested by the Division Director.
11. Responsible for maintaining strict confidentiality of sensitive information, decisions, actions and recommendations.
12. Works with division leadership and Quality Management to coordinate the strategic plan and continually improve operations, services and support for division staff.
Other Responsibilities:
1. Perform other duties as assigned
Representative Duties: Under the direct supervision of Family Services & Support Division Director:
1. Works with the Division Director and Program Managers to plan, organize, and prioritize activities and workflow to ensure efficient operations within the division.
2. Manage and maintain division directors’ schedule and calendar.
3. Receive, route and track documents requiring the Division Director or Department Director signature, prioritizing any time sensitive documents, including but not limited to grants, contracts, travel authorizations and purchase requisitions.
4. Responsible for documenting, researching and following up with inquiries from within TCC or by external partners as directed by the Division Director.
5. Trains and provides continuing guidance to support staff to ensure effective administrative office operations; including but not limited to travel, purchasing procedures, meetings, orientation, office procedures, MOA’s and new hire documents.
6. Oversee special projects and partnering with other programs, divisions, or departments throughout TCC to ensure a successful event.
7. Manages, orders and purchases supplies as required for Family Services.
8. Oversees screening and intake application process for the division.
9. Recruits, trains, supervises, directs, evaluates and disciplines staff.
10. Compile data and information to prepare correspondence, forms, other documentation, presentations, workshops or gatherings as requested by the Division Director.
11. Responsible for maintaining strict confidentiality of sensitive information, decisions, actions and recommendations.
12. Works with division leadership and Quality Management to coordinate the strategic plan and continually improve operations, services and support for division staff.
Other Responsibilities:
1. Perform other duties as assigned
Minimum Qualifications
Minimum Qualifications:
1. Associates Degree preferred or an equivalent combination of education, training, and experience which provides the capabilities to perform the described functions.
2. Computer experience using the Microsoft programs, Adobe Acrobat Pro and database systems. Ability to efficiently use and manipulate Excel spreadsheets.
3. Five (5) years of administration support experience.
4. Three (3) years of supervisory experience, preferred.
5. Must pass background check pursuant to federal Indian Child Protection and Family Violence Prevention Act requirements and State of Alaska Department of Health and Social Services (DHSS) background check.
Knowledge, Skills and Abilities:
1. Demonstrated writing skills to compose minutes, business letters, reports, charts and tabular material.
2. Demonstrated ability to organize, and prioritize work to manage multiple priorities and tasks concurrently and meet deadlines with minimal supervision.
3. Knowledge of effective filing systems and maintaining accurate records.
4. Strong verbal, analytical, interpersonal and public speaking skills.
5. Demonstrated ability to work on a team and build bridges.
6. Knowledge and understanding of Alaska Native Culture and Traditions.
7. Strong skills in operating computers and using variety of applications.
8. Ability to maintain strict confidentiality.
9. Attention to accuracy and detail.
10. Demonstrated customer services skills with the ability to work courteously and tactfully to establish and maintain effective working relationships in a fast paced and confidential environment.
11. Valid driver’s license with a clean driving record.
Supervision: This position supervises support staff.
1. Associates Degree preferred or an equivalent combination of education, training, and experience which provides the capabilities to perform the described functions.
2. Computer experience using the Microsoft programs, Adobe Acrobat Pro and database systems. Ability to efficiently use and manipulate Excel spreadsheets.
3. Five (5) years of administration support experience.
4. Three (3) years of supervisory experience, preferred.
5. Must pass background check pursuant to federal Indian Child Protection and Family Violence Prevention Act requirements and State of Alaska Department of Health and Social Services (DHSS) background check.
Knowledge, Skills and Abilities:
1. Demonstrated writing skills to compose minutes, business letters, reports, charts and tabular material.
2. Demonstrated ability to organize, and prioritize work to manage multiple priorities and tasks concurrently and meet deadlines with minimal supervision.
3. Knowledge of effective filing systems and maintaining accurate records.
4. Strong verbal, analytical, interpersonal and public speaking skills.
5. Demonstrated ability to work on a team and build bridges.
6. Knowledge and understanding of Alaska Native Culture and Traditions.
7. Strong skills in operating computers and using variety of applications.
8. Ability to maintain strict confidentiality.
9. Attention to accuracy and detail.
10. Demonstrated customer services skills with the ability to work courteously and tactfully to establish and maintain effective working relationships in a fast paced and confidential environment.
11. Valid driver’s license with a clean driving record.
Supervision: This position supervises support staff.
Supervision
Physical demands: The job is mostly sedentary, sitting for extended periods of time at a computer terminal. Incumbent must be able to lift, carry, push, and pull at least twenty pounds. Moderate travel is required of the position in various types of aircraft in all weather conditions. Other physical demands, such as walking, climbing, and stooping are expected of this position. Required to work under pressure and handle a large work load. Able to work in a busy, sometimes stressful environment.
Summation
Summary: Incumbent will support the Family Services and Support Division in the daily operations, and must work well with programs within the division throughout TCC. This position requires excellent time management skills, writing skills and ability to prioritize multiple demands. Tasks are to be completed with accuracy and attention to detail. Must communicate effectively, demonstrate professionalism and good judgment.
Estimate Salary for Family Services Administrative Support Manager in Fairbanks, AK
$186,277 (Medium)
$161,775 (25th)
$210,503 (75th)
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