Tribal Giving Program Coordinator

POSITION SUMMARY: The Tribal Giving Program Coordinator is responsible for administration duties in the Tribal Giving Program Department and will support leadership in carrying out their roles and responsibilities. The Coordinator of Giving will interact with Tribal Citizens, department directors, partner with organizations to coordinate administrative activities, reports and special projects. The position is expected to handle sensitive and confidential information and utilize effective public relations. The Tribal Giving Program Coordinator will work closely to ensure that timelines are followed, meetings are coordinated and the logistics of the day-to-day operations of The Tribal Giving Program Department run smoothly. The Tribal Giving Program Coordinator must be capable of working independently, proficient at assessing and prioritizing tasks, and skilled at completing assignments with a high level of accuracy.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Grant Application & Preparation

• Manages Fluxx Online Grant Portal:

o Thoroughly utilize and effectively operate the Grant Management System.

o Process registrations.

o Maintain current organizational information.

o Assist with all inquiries and questions.

o Manage automated responses and actions.

o Maintain and track allocations.

o Accurately manage, update and process all applicant information.

• Communicates with grant applicants and funded partners, provides assistance, and manages submitted information.
• Conducts research and maintains statistical reports.
• Researches applicants’ organizational history and status.
• Work with the Director of Tribal Giving Program and staff on ensuring compliance with the rules and regulations set forth by the Tribe in regards to Doyuti T’uhkama and Community Fund guidelines.
• Oversee the preparation and timely submission of grant applications for grant resources; provide technical assistance to Tribal department for grant application development and compliance.

Board Meetings/Activities

• Coordinates Board Members’ schedules, calendars and site visits.
• Provides communications to Tribal citizens, organizational partners and applicants as directed.
• Assists in the preparation of Board meeting materials (electronic and hard copy); coordinate facility scheduling, attendance sheet, set-up and wrap-up.
• Records and transcribes the minutes from Board meetings; ensures Board Secretary(s) receive documents before presenting for approval.
• Performs follow-up tasks per Board direction, submit ensuing documentation to other departments, and prepare supporting correspondence.
• Ensures Board actions are properly documented through resolution and summary sheet and Tribal Council approval is received prior to funds being distributed.
• Provides briefings in a professional manner, ensuring accuracy and consistency.

Records and Documentation

• Maintains accurate, complete, and easily accessible hard copy and electronic records.
• Maintains filing systems, including confidential documents, ensuring the integrity of all information is maintained.
• Maintains the integrity of Community Fund and Doyuti T’uhkama historical records, documents and data.

Events/Publications

• Plans, coordinates and executes all aspects of the Annual Community Fund luncheon (scheduling, invitations, reception, set-up, attendee gifts, guest speakers, food/beverages, etc.).
• Assists in coordination and preparation of Annual Reports.
• Prepares PowerPoint presentations for events and meetings.
• Assists with planning, coordinating and implementing events to include arrangements for a videographer.
• Drafts articles for monthly community newsletter.
• Ability to attend events and represent Yocha Dehe Giving Program Department in a professional manner (some events held after normal working hours).

General Office:

• Coordinates Outlook calendar and contacts, site visit scheduling and support.
• Provides notice of meetings, events and other obligations; provides follow-ups and reminders.
• Coordinates with the IT Department to provide and operate computer and audio-visual equipment.
• Maintains effective interoffice communications to include processing mail, phone messages, emails, correspondence, etc.
• Arranges and coordinates travel schedules and reservations and processes business expense reimbursements, invoices, and credit card payments.
• Orders/maintains supplies and arranges for equipment maintenance.
• Performs other duties as assigned.

REQUIRED KNOWLEDGE AND EXPERIENCE:

Qualifications

The requirements listed below are representative of the knowledge, skill and/or ability required.

Supervisory Responsibilities

This position has no supervisory requirements.

Education and/or Experience

Associate's degree (A. A.) or equivalent from two-year college or technical school; minimum four years related experience and/or training; or equivalent combination of education and experience.

Certificates, Licenses, Registrations

Individuals must be able to successfully pass and maintain the Tribal Gaming Agency (TGA) Background Check. Must possess a valid driver’s license and maintain a driving record that is satisfactory to the Tribe’s insurance carrier.

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 with or without reasonable accommodations.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stoop, kneel, crouch, or crawl and stand, walk. The employee is occasionally required to climb or balance. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job with or without reasonable accommodations. The noise level in the work environment is usually moderate.

Job Type: Full-time

Pay: From $28.85 per hour

Benefits:

• 401(k)
• Dental insurance
• Dependent health insurance coverage
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Education:

• Associate (Preferred)

Experience:

• philanthropic: 1 year (Preferred)
• grant management: 1 year (Preferred)
• general office/administrative: 3 years (Preferred)

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Brooks, CA 95606 (Preferred)

Ability to Relocate:

• Brooks, CA 95606: Relocate before starting work (Required)

Work Location: Hybrid remote in Brooks, CA 95606

Salary : $29