Job Opening



Bulletin Number: ODI-RES140400

POSITION Program Coordinator I, II
SALARY GRADE 10, 12
DIVISION Organizational Development & Innovation/Research Department
CLOSE DATE Open Until Filled


NATURE OF WORK:

Responsible for the coordination and management of a project or grant with a predetermined end date and for performing a variety of high level office support.

This is a two level job progression in departments in which there is sufficient complexity, accountability and breadth such that the Program Coordinator is directly responsible for progressively more responsible and independent work experiences as part of the overall assessment of their ability and capability.  Promotion between job levels is based on performance on prior assignments and the demonstrated ability to successfully handle more progressively responsible assignments.

For departments in which there is not sufficient complexity, accountability and breadth the position will be a Program Coordinator I and job progression is not available.    

 



KNOWLEDGE, SKILLS, AND ABILITIES:

Customer Care & Relationships:

  1. Creates, develops, and nurtures culturally appropriate interactions and connections with each other, customer-owners, and the community.
  2. Provides exceptional customer service.

·         Receives customers to the department in a friendly and courteous manner. 

·         Answers phones and directs calls to appropriate staff member or department. 

·         Takes messages as required. 

·         Determines which can be handled by staff members and which need management.

·         Personally responds to non-technical questions regarding department.

·         Assists customers by providing accurate information that meets the customers’ needs the first time.

  1. Develops and maintains successful working relationships with customers, their families, colleagues, and others.

Communications & Teamwork:

  1. Shares and receives information, opinions, concerns, and feedback in a supportive manner.
  2. Works collaboratively by building bridges, and creating rapport with team members within departments and across the organization.
  3. Effective written, oral, and interpersonal skills.
  4. Works in a multi-disciplinary team environment.

Improvement & Innovation:

  1. Makes meaningful improvement to services, program, and processes and/or organizational effectiveness that creates new value for customer-owners and employees.
  2. Acts as a resource, mentor and trainer for entry level administrative support personnel.

·         Orients new administrative support staff to the department and to SCF systems and processes.

·         Provides training and education to other employees as directed.

·         Answers questions from others on how to do things according to standard procedure and best practices. 

  1. Coordinates and leads small scale projects. 
  2. Meets production and attendance standards.
  3. Uses improvement tools and principles.
  4. Uses the strategic planning and decision making processes.
  5. Works in a rapidly changing and innovative healthcare system.

Workforce Development Skills & Abilities:

  1. Seeks out additional learning opportunities to continue to develop the technical and professional skills needed now and in the future.
  2. Takes responsibility for all work activities and personal actions by following through on commitments.
  3. Completes a wide variety of administrative duties. 

·         Obtains and documents all necessary information required to provide services needed.

·         Orders and maintains office supplies and equipment, maintenance services and any other items necessary for operation of the department.

·         Completes all financial paperwork processes accurately and timely.  

·         Establishes and maintains an authorized system of administrative files.

·         Develops and monitor a system to track the status of various actions and correspondence.

·         Completes administrative duties related to travel, training, timekeeping, human resources, public relations, and other appropriate administrative functions.

·         Provides administrative support to department staff as directed. 

  1. Completes a variety of computer based tasks related to documentation in the appropriate format. Examples include but are not limited to: typing correspondence, memos and reports; transcribing dictation; completing applications; meeting minutes and agendas; registration and billing; personnel paperwork; requests for proposals; contracts; creating charts, graphs and tables.

·         Creates and maintains electronic database records as required.

·         Utilizes the intranet effectively. 

  1. Oversees and manages scheduling processes. 

·         Schedules appointments and meetings per established guidelines.

·         Arranges meetings and events as directed. Duties include but are not limited to: securing location, arranging equipment and necessary supplies, notifying participants, creating agenda; and completing event or meeting evaluation.

·         Gathers information and creates reports as needed.

  1. Efficiently and effectively manages multiple responsibilities.
  2. Maintains quality, safety, and infection control standards. 
  3. Uses computers and appropriate software.
  4. Effectively and efficiently makes decisions independently.
  5. Perform job with minimal supervision.
  6. Knowledge and compliance with all applicable laws, policies, procedures, bylaws, regulatory requirements, and best practice guidelines regarding Privacy of Healthcare Information, Corporate and Healthcare Compliance. 
  7. Skill in problem-solving.

Additional Responsibilities for Program Coordinator II: Meets all requirements of Program Coordinator I in addition to the following:

Communications & Teamwork:

  1. Facilitates work team or groups.

Improvement & Innovation:

  1. Use improvement tools and processes.
  2. Use of the planning process and tools.

Workforce Development Skills & Abilities:

1.      Manages a project or grant that has a predetermined end date.  

·         Works with management to define and outline goals and objectives of the project and/or grant.

·         Assists in developing and maintaining processes, systems and action plans.

·         Monitors progress to project and/or grant objectives. 

·         Works with appropriate manager to take any necessary follow up or corrective action.

·         Implements and maintains a tracking and notification system ensuring accurate and timely follow up.

·         Works with managers on developing, implementing and evaluating systems. 

·         Assists with data collection.

·         Assists with researching improvement initiatives and other innovations that could be incorporated into projects. 

2.      Tracks the progress of grant or project objectives on a regular basis. 

·         Ensures compliance with all applicable laws, regulations and grant requirements.

·         Ensures timely and accurate submission of all reporting required for the grant or project.

·         Uses and effectively completes the annual planning tool for all project or grant action items.

·         Tracks workload and other measures as outlined by the project or grant.

 



QUALIFICATIONS:

SCF programs are established for the purpose of serving a primary population comprised of Alaska Natives who are affiliated with the Cook Inlet Region Inc. (CIRI), and Alaska Natives and American Indians within SCF’s geographical service area.  Employees should have a thorough understanding of the cultures and the needs of the CIRI members, and of the general culture and needs of Alaska Natives and American Indians.  Such knowledge is critical in order to ensure the achievement of the mission and vision of SCF: working together with the Native community to provide the best services with Native staff who value the family and family wellness as the heart of the Native community.

  1. High School Diploma or GED.
  2. Five (5) years of administrative support experience, Bachelor’s degree or equivalent combination of education and experience OR demonstrated proficiency as an Administrative Support III at Southcentral Foundation.

Additional Qualifications for Program Coordinator II: Meets all requirements of Program Coordinator I in addition to the following:

  1. Two (2) years program coordinator experience including one year grant or project management experience or demonstrated proficiency as a Program Coordinator I at Southcentral Foundation. 

 



INTERESTED APPLICATIONS:
Please complete an online application by clicking the 'Apply' button at the top/bottom of this page. For more information contact SCF Human Resources by Email or (907) 729-4977 or Toll free at 1-800-478-3343

NATIVE PREFERENCE UNDER P.L. 93-638.
Preference will not be given unless certification is submitted to Human Resources (a copy is acceptable).