POSITION PURPOSE

The Program Specialist contributes to the effective management of APICDA’s strategic program administration. This position is the first point of contact and is responsible for the daily administration process and data analysis functions of APICDA’s Community Development and Fisheries Programs and upholds APICDA’s community development vision through successful execution of the grant process.

This position is part of a team and cross trains with other program specialists to ensure continuity in APICDA’s Program Management.

Reports to the Chief Program Officer (CPO).

ESSENTIAL FUNCTIONS

Grant Management Administration

• Responsible for the administration process and data analysis of APICDA’s Community Development and Fisheries Grant Programs.
• Provide technical assistance to grantees and prospective grantees related to the application process, proposal status, payment and reporting requirements.
• Process grant applications and conduct outreach as needed to ensure information is complete and accurate; perform grant due diligence based on compliance and program policy.
• Administer post-approval grants procedures including the signature process of grant awards.
• Monitor grantee deliverables, including tracking interim and final report submissions and responding to reporting inquiries.
• Track scheduled grant payments and prepare grant payment information for approval; navigate payment procedures to effectively, efficiently, and responsibly disburse funds to grantees, vendors, and other partners.
• Maintain and update online grants management system, including data entry and oversight to ensure exemplary standard of data integrity and accuracy.
• Develop and refine systems and processes to optimize APICDA’s grantmaking operations, reflecting industry best practices and community needs.
• Follow and research grant making strategy, community needs, and priorities aligned with the APICDA’s strategic plan and purpose.

Independently determine solutions to problems and make recommendations and assist with program developments and changes.

Gather and synthesize internal and publicly available data to measure and communicate grant performance and inform future operational and programmatic decisions;

create, run, and maintain recurring and ad hoc reports in the online grants management system. This includes data collection from grantees.

• Develops executive-ready materials for grant cycles, committee and board meetings.
• Coordinate program staff in-region community travel and meetings including travel schedules, packing lists, and distribution materials.
• Provide information for newsletter and social media content.
• Participate with program and media team to develop promotional materials.
• Network and collaborate with local community entities, community residents, industry partners, Aleutian / Pribilof regional entities, and educational institutions to develop and enhance training and employment opportunities.
• Organizes and maintains accurate record keeping of all electronic and paper files, adhering to confidentiality policies.
• Develops and gathers information for Program Committee and APICDA Board meetings.
• Attends CLO, Program Committee, and APICDA Board meetings.
• Crosstrain with other program specialists for continuity and complete understating of APICDA’s programs.
• Assists with special projects as needed.
• Other duties as assigned.

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

This position will be regularly required to travel to and operate from remote office locations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk and / or hear. The employee frequently is required to stand;

walk; climb stairs; use hands and fingers to handle and / or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 50 pounds.

REQUIRED EDUCATION & EXPERIENCE

• High school diploma or GED equivalent is required.
• Minimum two years’ experience in grant management or coordination, or progressive experience with similar responsibilities (i.

e. management, project management, or finance).

• Full proficiency in MS365 Suite, especially Excel.
• Prior experience in the fishing industry, native organizations, and / or non-profit experience is preferred.

Other Required Skills & Attributes

• Strong mathematics and statistical skills.
• Ability to work independently and in a team-based environment.
• Effective communication skills, ability to communicate clearly and concisely; effective oral and technical writing.
• Strong collaboration skills to coordinate across teams and departments.
• An excellent attention to detail with the ability to write, proofread and self-edit content.
• An inquisitive nature, to independently seek solutions; to acquire and assemble information and data that isn’t always readily available.
• Ability to design work plans, prioritize workload, and meet goals under strict deadlines and changing priorities.
• Effectively able to condense and explain technical information in concise and pointed summaries that can be understood by diverse constituents
• Ability to maintain confidentiality of position.
• Must have excellent organizational skills.
• Ability to create and maintain budgets.
• Ability to deal calmly and effectively in high-stress situations.
• Ability to learn general knowledge of APICDA communities, geographical locations, fisheries, and tourism.
• Strong belief in the mission of APICDA and its purpose to carry out the CDQ requirements.

Preferred Skills & Attributes

The ability to successfully project manage in a multi project, non-linear environment that requires a flexible and adaptive approach to meeting milestones and deadlines;

that often have inherent uncertainties.

Last updated : 2024-06-17