ICWA Program Coordinator

Description

SUMMARY: This position is responsible for the overall office support of the ICWA Department. This is a key position that 

can successfully multi-task, organize, and assist all ICWA staff, clientele, partners, and other AVCP departments. This 

position will have an in-depth knowledge of AVCP and ICWA program operations, processes, and services; and will be 

the central point of contact and support staff person to help ensure that the program is operating successfully and in 

compliance with all internal and external contracts, grant regulations, MOA’s, etc. This position will supervise one full 

time employee. 

PERFORMANCE REQUIREMENTS: include the following. Other duties as assigned. 

•   Coordinate the organization of all office records in accordance with AVCP’s policies, including client case files, court documents, and confidential records. 
•   Manage existing department lease agreements and process timely payments; Enter into new lease agreements for newly compacted Tribes or new locations. 
•   Manage all utility/service billing and process timely payments. 
•   Manage communication flow for the department’s incoming calls, e-mails, and in-person contact with professional customer service. 
•   Oversee all department travel for both staff and clientele through AVCP’s electronic travel software/travel support agency. 
•   Oversee all department purchasing for both staff and clientele through AVCP’s electronic finance software. 
•   Maintain organization of documents for multiple grants within the department such as their specific regulations, allowable expenses, expenditures, and reports. 
•   Ensure that all expense coding is accurate and program expenses are applied to the correct grants. 
•   Provide respectful, clear, and on-going communication to ICWA staff in all locations regarding office procedures, new/established processes, and day-to-day activities. 
•   Create, strengthen, and implement new and existing administrative processes within the department. 
•   Engage in regular communication with village based CFSS I’s and Tribal Administrators or Councils for essential information sharing and maintaining partnerships. 
•   Coordinate with department Supervisors to prepare for department trainings and new employee onboarding, including preparing training packets, reserving conference rooms, managing travel, etc. 
•   Become knowledgeable of the Federal IV-B plan and actively engage with ICWA staff to train and ensure grant funding is expended. 
•   Become knowledgeable of the Tribal Child Welfare Compact and assist with scopes of work training and process development as needed. 
•   Become knowledgeable of the Tribal Title IV-E program and assist with training and reporting as needed. 
• Comply with AVCP and other confidentiality policies in place regarding child welfare services.
• Complete other tasks assigned as department evolves with new program services.

SUPERVISORY RESPONSIBILITIES:

•     Directly supervise one full-time employee. 
•     Carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws. 
•     Interview, hire, and train employee; plan, assign, and direct work; evaluate performance; reward and discipline; 
• address complaints and actively engage in resolving conflicts. 

ACCOMMODATION:

The position requires the ability to carry out the noted essential job duties as outlined above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the Program Coordinator. 

Requirements

KNOWLEDGE AND COMPETENCIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Must be willing to work flexible hours as needed. This position is subject to Native Preference per P.L. 93-638. 

EDUCATION/EXPERIENCE: High School diploma or GED is required. An Associate degree or a minimum of two years of direct experience in office management as well as supervisory experience is required. 

REQUIREMENTS: 

•     Ability to use a computer, fax, and multi-line telephone system. 
•     Ability to use word processing software, e-mail, and calendaring software such as Microsoft Outlook, and communication platforms such as Microsoft Teams, Zoom, etc. 
•     General knowledge of the Office of Children’s Services and Child In Need of Aid cases. 
•     Occasional travel to villages within the AVCP region and out of region as needed. 
•     Ability to multitask and work independently with limited supervision. 
•     Current Alaska driver’s license. 

RELATED SKILLS:

• Proven record of planning, organizational, and time management skills.
• Ability to work in a cross-cultural environment.
• Strong written and verbal communication skills.
• Fluency in Yup’ik or Cup’ik is preferred.
• Familiarity with Yup’ik lifestyles and the AVCP region is strongly preferred.
• Strong interpersonal skills to work effectively within and outside of AVCP.
• Reacts well under pressure.
• Treats people with respect.
• Exhibits sound and accurate judgment.
• Supports and explains reasoning for decisions.
• Includes appropriate people in decision-making process.
• Makes timely decisions.
• Prioritizes and plans work activities.
• Uses time efficiently.