The United Auburn Indian Community (UAIC) is currently seeking a Tribal Programs Front Desk Coordinator for our Tribal Programs department. As a federally recognized Native American tribe, UAIC is committed to enhancing the well-being of our Tribal Members, employees, and the surrounding communities. Join us in a supportive environment where tradition is honored, and innovation is encouraged.
Why UAIC:
- Health and Wellness Benefits: Enjoy 100% employer-paid Medical, Dental, and Vision coverage for you and eligible family members.
- Retirement Planning: We contribute to your retirement account starting at 4%.
- Work-Life Balance: We value your personal time with fifteen (15) paid holidays and four (4) weeks of accrued PTO in your first year.
- On-Site Amenities: Benefit from complimentary on-site breakfasts & lunches, fostering a sense of community and convenience.
Position Summary
The Tribal Programs Front Desk Coordinator must perform a variety of complex administrative, secretarial, and clerical duties to support the Tribal Programs department. The Front Office Coordinator is responsible for the overall front desk activities including overseeing the reception area, lobby and meeting rooms. The Front Desk Coordinator must be able to communicate tactfully with internal and external contacts, offices, and other organizations while exhibiting good judgment. The Front Desk Coordinator must exercise independent judgment and initiative in resolving issues to ensure compliance with the Tribe’s policies and procedures.
Job Functions
Essential Functions
- Acts as rapid response and first point of contact for Tribal members in need of services by phone and in person. Routes calls and visits to the appropriate staff.
- Monitors office premise access by security cameras and ensures that all visitors are escorted to the appropriate location. Follows security procedures to maintain a safe and secure environment for staff and visitors.
- Welcomes visitors and guests with a friendly and courteous demeanor and directs them to the appropriate person or department and ensure their comfort while they wait.
- Assists Tribal members with the pickup and distribution of confidential materials including checks and legal correspondence.
- Assist Tribal members in connecting with the appropriate Tribal department or external service provider to receive the desired services.
- Organizes and maintains the Front Desk operations manual with current procedures, contact information, and safety regulations.
- Provides general administrative support to various departments as needed. This may include photocopying, filing, data entry, and other tasks to assist with office organization and efficiency.
- Maintains the reception area tidy and presentable. Ensures that reading materials and other amenities are well-stocked for visitors.
- Maintains stock of essential office supplies and orders as needed.
- Maintains supplies of program applications and flyer displays in the reception area.
- Interprets and explains program requirements, guidelines, procedures, and other pertinent information to Tribal Members on an individual basis (in person or by telephone), or in group settings as needed.
- Assists the Tribal Programs department with gathering information needed for program applications and per capita.
- Prepares event invitation letters and other program correspondence.
- Assists with event preparation including ordering and organizing supplies and materials, setting up of event site and equipment, catering, post-event breakdown, etc.
- Retrieves items from stores, restaurants, and other vendors either with notice or on the same day as needed for meetings and other workplace events.
- Maintains knowledge of programs offered by the Tribe to its members.
- Maintains appropriate and accurate records, documentation, and files by entering data into automated record systems.
- Organizes and routes incoming Tribal Programs mail.
- Assists with a wide range of administrative, operational, and clerical duties.
- Performs other duties as assigned.
Knowledge, Skills, and Abilities
Knowledge
- Knowledge of current administrative and clerical practices
- Expertise in various computer software programs applied to specific tasks, e.g., ability to create and maintain Excel charts and spreadsheets; ability to utilize Word template capabilities; ability to manage multiple calendars in Microsoft Outlook
Skills
- Excellent verbal and written communication skills
- Strong attention to details and acute consistency in their application
- Knowledge of professional letter formatting
- Knowledge of filing architecture conventions and acute consistency in their application
- Active listening and interviewing skills, including the ability to ask correct follow-up questions to help determine needs
- Well organized, and able to manage multiple projects simultaneously
- Effective presentation skills
- Excellent time management
- Proactive, forward thinking
- Attention to detail and ability to follow written and verbal directions
Abilities
- Ability to promote the programs in a positive way
- Patient approach that builds trust with members
- Ability to handle and prioritize tasks and projects in a high-stress environment while being flexible enough to change focus quickly, when needed
- Attention to detail and ability to follow written and verbal directions
- Ability to work effectively with others as a team, as well as ability to be an efficient individual contributor who can work well independently
- Ability to learn rapidly and apply specific rules and office policies/procedures
- Ability to operate various office equipment
- Ability to communicate tactfully and effectively, both verbally and in writing
- Ability to communicate effectively and utilize critical thinking skills to determine the service that meets the members’ needs and guides them in the right direction
- Ability to work comfortably and professionally with a diverse community, staff, and constituent group
- Ability to interpret and apply policies and procedures with confidence
- Ability to consistently exercise independent judgment while communicating with co-workers, clients, and outside entities
- Ability to take initiative in resolving issues to satisfy internal and external customers’ needs and to stay compliant with UAIC policies & procedures
- Ability to clear all necessary background checks
Qualifications
Minimum requirements
- High school diploma or equivalent
- 3 years of administrative experience in a fast-paced environment
- Excellent computer literacy, specifically experience with Microsoft Office, including Word, Excel, and Outlook
Preferred qualifications:
- Associate or bachelor’s degree in an applicable area
Working Conditions
While performing the duties of this job, the employee is occasionally required to stand; walk more than half a mile; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; and taste or smell. The employee must occasionally lift or move up to 20 pounds. Specific vision abilities required by the job, with or without correction, include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
Special Requirements
Must maintain STRICT CONFIDENTIALITY of all UAIC information received in trust and confidence.
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Vision insurance
Work Location: In person
