Description Job Title Administrative Assistant II- Learning & Development Location Fairbanks, AK, US Organization Name Administration Job Summary Job Summary: The position provides essential clerical support to the Learning and Development Program under the supervision of the Chief Learning and Development Officer. Key responsibilities include managing travel authorizations, purchase requests, and preparing materials for workshops and training sessions. The incumbent will order supplies, organize food for events, and maintain accurate documentation of invoices and forms. Additional duties involve scheduling events, handling registrations, running errands, and assisting with event setup and breakdown. Candidates must possess a high school diploma or GED and a valid Alaska Driver’s License. Strong communication skills, proficiency in MS Office, and the ability to manage multiple tasks are essential. 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 general supervision of the Learning and Development Chief Officer: 1. Provides clerical support to the Learning and Development Program, which includes, but is not limited to, travel authorizations, purchase requests, as well as, preparing materials for various program workshops, exercises, and trainings such as scanning, and photocopying. Ensure efficient and effective tracking, filing and distribution of documents as needed. 2. Manages, orders, purchases and organizes supplies and food as required and runs errands as needed. 3. Able to fill out forms and track progress for events, meetings and activities, and work courteously with other departments to organize; communication components, travel, purchasing, IT needs, and contracting requirements. 4. Excellent customer service to greet and assist employees, beneficiaries and visitors. 5. Answer and forward any incoming program phone calls, promptly and courteously relay them to the appropriate staff. Provides information to caller as needed. Takes messages and distributes the information in a timely manner. 6. Makes orders, runs errands, replenishes supplies, and shops for events, meetings, workshops and other department activities. 7. Coordinates with other departments and programs for the successful implementation of events, meetings and activities. 8. Prepares materials for workshops, trainings and other department activities. 9. Schedule program events, meetings and activities. Handle registration for events and other activities, organize participation invitations, and send out post materials. 10. Assist with the set up and breakdown of events and activities. 11. Track participates who attend department events and activities. 12. Coordinates and tracks department travel. 13. Handle, distribute, and organize incoming and outgoing mail. Other Responsibilities: 1. Perform other job-related duties as assigned. Minimum Qualifications Minimum Qualifications: 1. High school Diploma or GED; or one year of clerical experience; OR an equivalent combination of education, training and experience which provides the capabilities to perform the described functions. 2. Three to Five years of relevant experience and/or training, or equivalent combination of education and experience. 3. Must pass background check pursuant to federal Indian Child Protection and Family Violence Prevention Act requirements and State of Alaska background check. 4. Valid Alaska Driver’s License with clean driving record and remain insurable under TCC insurance policy. Preferred Qualifications: 1. One year of experience in; customer service, travel, and contracts. 2. Experience with coordinating travel. Knowledge, Skills & Abilities: 1. Sensitivity and familiarity with Alaska Native lifestyles, traditions and cultures. 2. Knowledge of customer service principles and practices. 3. Knowledge of general office procedures and protocol. 4. Strong verbal, interpersonal, and written skills. 5. Ability to work courteously and tactfully with to establish and maintain effective working relationships. 6. Skill in operating a personal computer and proficiency using a variety of applications such as MS Word, Excel, Outlook and PowerPoint. 7. Ability to work as an active participant in a team environment. 8. Demonstrated ability to organize, and prioritize work to manage multiple priorities and tasks concurrently and meet deadlines. 9. Knowledge of filing systems and skill and ability to maintain accurate and accessible records and filing systems. 10. This position requires the ability to lift, carry and push forty (40) lbs. 11. Must be able to fly in small commercial aircraft to villages in the TCC region. Supervision: This position has no supervisory responsibilities. Supervision Physical demands: Requirements are those of normal office type work with extended hours of sitting and operation of standard office and computer equipment. Position requires recurring bending, stooping, kneeling, reaching, and stretching. Incumbent must be able to work accurately and efficiently in a busy and sometimes stressful environment. Job incumbent may be required at times to lift up to forty pounds. Summation Summation: This position has high contact with people who will have training related inquiries and issues. Professional communication and interpersonal skills are a must. Incumbent must maintain strict confidentiality.