Administrative Assistant
Grand Traverse Band of Ottawa and Chippewa Indians, Lansing, MI, United States
The Administrative Assistant (Human Services) provides high-level executive and operational support directly to the Human Services Director and assists in coordinating the overall functions of the Human Services Department and its sub-departments, including Anishnabaabek Family Services, Human Services, Elders Department, Behavioral Health, and the Strongheart Center.
This position plays a critical role in providing executive support to the Human Services Director and supporting departmental organization, compliance, reporting, budgeting processes, communication, and internal coordination. While this role may provide limited front-desk support as needed, its primary function is administrative management, executive-level support, and operational coordination rather than direct client intake. The Administrative Assistant ensures that departmental systems, documentation, and workflow processes operate efficiently and professionally.
Minimum Qualifications
High School Diploma or GED required; Associate degree in Business Administration, Public Administration, Human Services, or related field preferred
Minimum three (3) years of progressively responsible administrative experience
Experience supporting executive or senior-level leadership preferred
Strong proficiency in Microsoft Office (Word, Excel, Outlook, Publisher) and database systems
Demonstrated ability to manage confidential and sensitive information
Strong organizational and time management skills
Valid unrestricted Driver's License and ability to be insured under GTB policy
Essential Duties and Responsibilities
Provide direct executive/administrative support to the Human Services Director, including calendar management, scheduling, correspondence, and document preparation
Prepare reports, presentations, meeting materials, and briefing documents for Tribal Council, leadership meetings, and external partners
Draft correspondence, memoranda, and departmental communications on behalf of the Director
Coordinate travel arrangements, meeting logistics, and event planning for the Director
Maintain departmental policy and procedures manuals and ensure documentation is current
Assist in coordinating operations across all Human Services sub-departments to promote consistency and communication
Track departmental deadlines, reporting requirements, grant submissions, and compliance documentation
Support budget monitoring activities, including processing requisitions, tracking expenditures, and maintaining financial documentation
Assist in preparing budget worksheets, financial tracking documents, and program accountability reports
Maintain organized electronic and physical filing systems in compliance with Tribal, State, and Federal requirements
Monitor and maintain departmental inventory of office supplies and administrative resources
Ensure records and administrative documentation are maintained in accordance with confidentiality and regulatory standards
Assist with maintaining procedural documentation required for audits, grant monitoring, and internal reviews
Coordinate document flow for purchase orders, check requests, travel requests, personnel paperwork, and other administrative processes
Maintain statistical data and reporting logs as directed
Serve as a liaison between the Human Services Director and sub-department staff
Facilitate internal communication and assist with coordinating department-wide meetings
Provide professional customer service to Tribal members, partners, and visitors when interacting with the Director's office
Provide backup reception support only when necessary and not as a primary responsibility
Maintain strict confidentiality of all client, personnel, and program information
Comply with all GTB policies and procedures
Participate in professional development and required trainings
Perform other administrative duties as assigned by the Human Services Director
Other Skills and Abilities
Excellent written and verbal communication skills
Strong organizational, prioritization, and multi-tasking abilities
High level of discretion and professional judgment
Ability to handle sensitive information with integrity
Ability to manage competing deadlines in a fast-paced environment
Strong attention to detail and follow-through
Professional demeanor and ability to interact respectfully with Tribal citizens and leadership
Education and/or Experience
High School Diploma or GED required
Associate degree preferred; Bachelor's degree in related field a plus
Minimum three (3) years administrative experience; executive-level support experience preferred
Driving Requirements
Valid driver's license and acceptable driving record required.
Must be capable of traveling to all GTB Government properties when needed.
Other Qualifications
Must successfully complete a background investigation, drug, and alcohol screenings.
Must adhere to strict confidentiality and GTB fiscal and personnel policies.
Supervisory Responsibilities
None
Equipment to be Used
Standard office equipment including computers, printers, copiers, fax machines, phone systems, and administrative software systems.
Typical Physical Demands
Primarily sedentary office work. Occasional lifting up to 25 pounds. Frequent computer use and document handling.
Typical Mental Demands
Requires independent judgment, prioritization of multiple deadlines, discretion in handling confidential matters, and sustained attention to detail.
Working Conditions
Office-based position within Human Services facilities. Occasional travel between Tribal facilities or attendance at meetings may be required.
Native American Preference will apply. Must be willing and able to pass a criminal history background check with no felonies or serious misdemeanors and a drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy in regard to confidentiality is required.
This position is subject to IC3 Background Investigation, Drug Screen and Driving Record/Motor Vehicle Report (MVR).
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This position plays a critical role in providing executive support to the Human Services Director and supporting departmental organization, compliance, reporting, budgeting processes, communication, and internal coordination. While this role may provide limited front-desk support as needed, its primary function is administrative management, executive-level support, and operational coordination rather than direct client intake. The Administrative Assistant ensures that departmental systems, documentation, and workflow processes operate efficiently and professionally.
Minimum Qualifications
High School Diploma or GED required; Associate degree in Business Administration, Public Administration, Human Services, or related field preferred
Minimum three (3) years of progressively responsible administrative experience
Experience supporting executive or senior-level leadership preferred
Strong proficiency in Microsoft Office (Word, Excel, Outlook, Publisher) and database systems
Demonstrated ability to manage confidential and sensitive information
Strong organizational and time management skills
Valid unrestricted Driver's License and ability to be insured under GTB policy
Essential Duties and Responsibilities
Provide direct executive/administrative support to the Human Services Director, including calendar management, scheduling, correspondence, and document preparation
Prepare reports, presentations, meeting materials, and briefing documents for Tribal Council, leadership meetings, and external partners
Draft correspondence, memoranda, and departmental communications on behalf of the Director
Coordinate travel arrangements, meeting logistics, and event planning for the Director
Maintain departmental policy and procedures manuals and ensure documentation is current
Assist in coordinating operations across all Human Services sub-departments to promote consistency and communication
Track departmental deadlines, reporting requirements, grant submissions, and compliance documentation
Support budget monitoring activities, including processing requisitions, tracking expenditures, and maintaining financial documentation
Assist in preparing budget worksheets, financial tracking documents, and program accountability reports
Maintain organized electronic and physical filing systems in compliance with Tribal, State, and Federal requirements
Monitor and maintain departmental inventory of office supplies and administrative resources
Ensure records and administrative documentation are maintained in accordance with confidentiality and regulatory standards
Assist with maintaining procedural documentation required for audits, grant monitoring, and internal reviews
Coordinate document flow for purchase orders, check requests, travel requests, personnel paperwork, and other administrative processes
Maintain statistical data and reporting logs as directed
Serve as a liaison between the Human Services Director and sub-department staff
Facilitate internal communication and assist with coordinating department-wide meetings
Provide professional customer service to Tribal members, partners, and visitors when interacting with the Director's office
Provide backup reception support only when necessary and not as a primary responsibility
Maintain strict confidentiality of all client, personnel, and program information
Comply with all GTB policies and procedures
Participate in professional development and required trainings
Perform other administrative duties as assigned by the Human Services Director
Other Skills and Abilities
Excellent written and verbal communication skills
Strong organizational, prioritization, and multi-tasking abilities
High level of discretion and professional judgment
Ability to handle sensitive information with integrity
Ability to manage competing deadlines in a fast-paced environment
Strong attention to detail and follow-through
Professional demeanor and ability to interact respectfully with Tribal citizens and leadership
Education and/or Experience
High School Diploma or GED required
Associate degree preferred; Bachelor's degree in related field a plus
Minimum three (3) years administrative experience; executive-level support experience preferred
Driving Requirements
Valid driver's license and acceptable driving record required.
Must be capable of traveling to all GTB Government properties when needed.
Other Qualifications
Must successfully complete a background investigation, drug, and alcohol screenings.
Must adhere to strict confidentiality and GTB fiscal and personnel policies.
Supervisory Responsibilities
None
Equipment to be Used
Standard office equipment including computers, printers, copiers, fax machines, phone systems, and administrative software systems.
Typical Physical Demands
Primarily sedentary office work. Occasional lifting up to 25 pounds. Frequent computer use and document handling.
Typical Mental Demands
Requires independent judgment, prioritization of multiple deadlines, discretion in handling confidential matters, and sustained attention to detail.
Working Conditions
Office-based position within Human Services facilities. Occasional travel between Tribal facilities or attendance at meetings may be required.
Native American Preference will apply. Must be willing and able to pass a criminal history background check with no felonies or serious misdemeanors and a drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy in regard to confidentiality is required.
This position is subject to IC3 Background Investigation, Drug Screen and Driving Record/Motor Vehicle Report (MVR).
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