Application deadline: September 11, 2020
Job Title: Administrative Coordinator
Location: West Hollywood, CA
The Tribal Law and Policy Institute (TLPI) is Native American operated non-profit corporation organized to design and deliver education, research, training, and technical assistance programs that promote the improvement of justice in Indian country and the health, well-being, and culture of Native peoples. For more information please visit www.home.tlpi.org.
The Administrative Coordinator is a full-time position responsible for a range of administrative and program support duties to assist the TLPI California office staff with the implementation of current TLPI projects. This position must operate from the West Hollywood office.
Please note that there may be future Program Assistant positions available for specific grant or contract projects that may open in the near future. All applicants for the Administrative Coordinator position may also be considered for any open Program Assistant positions. Primary duties would be similar to the duties outlined below with the exception of TLPI West Hollywood specific tasks. While the Administrative Coordinator needs to be situated in Los Angeles, remote Program Assistant positions may be considered.
Working with the guidance and supervision of the Executive Director, Deputy Director, Operations Director, Program Specialists, and other TLPI staff assigned to lead TLPI projects, the primary duties for this position include:
- Lead for all TLPI West Hollywood office related administrative coordination tasks, including but not limited to:
- Oversee office management and administrative functions to ensure smooth daily operations
- Communication liaison between administrative and program staff
- Answer phones and greeting guest/visitors
- Provide information to public
- Check phone messages daily and throughout the day
- Open and sort mail
- Prepare and send out mail/packages
- Coordinate photocopying materials as needed
- Scan documents as needed
- Maintain office organization
- Order office supplies
- Maintain inventory for all TLPI offices
- Post documents on sharepoint as needed
- Data-entry as needed
- File as needed
- Coordinate working lunches as needed
- Assist with annual audit preparation
- Work with the computer technician and webmaster, ensure the ongoing maintenance and updating of information systems and infrastructure
- Develop improved procedures as needed
- Scheduling and internal meeting coordination
- Track staff schedules
- Create Outlook meeting reminders
- Coordinate and confirm meetings with all participants
- Post meeting dates and times on SharePoint and/or Outlook
- Send email reminders to staff/participants about upcoming conference calls/meetings on the day before and the day of the meeting
- Coordinate agenda development and distribution of meeting materials in advance of meetings
- Set up and run virtual meetings on Zoom, GoToMeeting, GoToWebinar and/or Microsoft Teams
- Prepare meeting minutes and distribute to participants
- Travel coordination
- Coordinate staff and consultant airfare, lodging reservations and ground transportation as needed
- Coordinate registration for staff and consultants
- Coordinate financial needs as it relates to travel (including credit card authorization forms for consultants, payments for hotels, car rentals, etc.)
- Distribute travel confirmations
- Assist in coordination of national and regional meetings and/or conferences by assisting with the logistical planning, coordination and delivery, including but not limited to:
- Travel coordination
- Compilation and coordination of printed materials
- Logistical arrangement with the conference facility
- Name badges
- Cultural presentations
- Participant list
- Audio Visual equipment arrangements and setup
- Banquet Event Orders
- Continuing education credits
- Assist with the execution and delivery of grant goals and objectives
- Assist with project specific tasks, as requested
- Participate and contribute on project conference calls and meetings
- Maintain grant binders (including creating new grant binders, updating existing grant binders with updated reports and proposal materials)
- Assist Executive Director and Deputy Director with special projects as needed
No direct supervisory responsibilities.
Education and/or Experience:
Strongly preferred: Bachelor’s degree or other applicable advanced degree; previous experience working with a tribal organization or Tribe; previous experience working in tribal criminal justice systems; background in American Indian Studies, American Indian legal research, American Indian focused field of study or business administration degree.
Preferred: Minimum of five (5) years of administrative experience.
Required: Demonstrated ability to organize and prioritize a high volume of information and/ or data and effectively produce a successful outcome.
Preferred: Experience in coordinating or organizing a project, grant or community event. Experience in creating or improving administrative systems or procedures.
Required: Demonstrated ability to read and write professional correspondence.
Preferred: Familiarity with development of training materials. Familiarity with basic graphic art and design principles. Ability to check citations for accuracy. Ability to format word documents, emails and other materials. Ability to check for grammatical errors.
Required: Demonstrated ability to solve practical problems. Must have a basic knowledge of federal Indian law and tribal law. Demonstrated ability to be a self-starter.
Other Skills and Abilities:
Required: Proficient in a wide range of computer programs such as Microsoft Office Word, Outlook, SharePoint, Access, Excel, Adobe Acrobat, Word Press, Skype and others. Demonstrated proficiency setting up virtual meetings on Zoom, GoToMeeting, and GoToWebinar. Demonstrated ability to work effectively and successfully in a remote and team environment.
SALARY AND BENEFITS
Salary will be based on qualifications and experience. Full benefits include, medical, vision, dental, life, 403 B retirement, supplemental insurance, vacation and sick leave pay.
HOW TO APPLY
To apply for this position, please submit a cover letter and resume with two references. The cover letter must detail your interest in this position, your experience and explain how you are qualified based on the required and preferred qualifications listed in this announcement.
Submit your application via email to Jessica Harjo, Operations Director, at Jessica@tlpi.org. All inquiries should be directed via email to Jessica@tlpi.org. Incomplete applications will not be considered.