Administrative Assistant

Benefits:

401(k)

Dental insurance

Health insurance

Vision insurance

ADMINISTRATIVE ASSISTANT NIH GRANT

Position Description

Department: Health & Human Services

Reports to (title): Director of Health & Human Services

Hours/week:

40

Job Location:

Lumbee Tribe of North Carolina

Type of Position:

Full-Time

Classification:

Non-Exempt

Effective Date:

06/2026

PERFORMANCE EXPECTATIONS

In performance of their respective tasks and duties all employees of Lumbee Tribe of North Carolina are expected to conform to the following:

Uphold all principles of confidentiality to the fullest extent.

Adhere to all professional and ethical behavior standards of the tribal government.

Interact in an honest, trustworthy, and respectful manner with employees, Tribal members, visitors, and vendors.

Participate in departmental staff meetings, quality management activities and educational programs.

Comply with Lumbee Tribe’s policies and procedures.

Maintain a current insurable driver’s license.

POSITION PURPOSE The primary objective of this position is to provide administrative support to facilitate efficient operations related to the NIH Grant. The incumbent will assist managers and employees in a range of tasks related to organization and communication. This role involves the management of confidential and time-sensitive materials with a high degree of discretion. Furthermore, the administrative support will be responsible for effective communication via telephone and email, ensuring that all responsibilities are executed accurately.

ESSENTIAL DUTIES, FUNCTIONS, & RESPONSIBILITIES

Scheduling meetings, appointments, and travel arrangements for team members.

Answers phone calls, direct inquiries, manages email correspondence, and takes messages.

Drafting letters, memos, reports, presentations, and other documents.

Maintaining organized filing systems, both physical and digital.

Preparing agendas, booking conference rooms, and managing logistics for meetings.

Ordering office supplies, managing vendor relationships, and maintaining equipment inventory.

Updating spreadsheets and databases with relevant information.

Participate in orientation, training, and other personal and professional development related to assigned responsibilities.

Other duties as assigned.

MINIMUM MANDATORY QUALIFICATIONS

Experience:

A minimum of 2-3 years of successful experience in tribal programs, federal programs, community-based programs, or outreach working with diverse mentally or physically challenged individuals is required.

Education:

Graduated from a two-year business and office technology program in business management, office technology program in business management, or office technology.

If a degree was not earned, must have demonstrated excellence in a similar work experience for greater than 3 years.

Mandatory Knowledge, Skills, Abilities, and Other Qualifications:

Excellent communication skills, both verbal and written

Strong organizational and time management skills

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Calendar and Task manger.)

Scheduling virtual meetings

Taking and recording minutes.

Attention to detail and accuracy

Ability to multitask and prioritize effectively

Description and ability to handle confidential information

Adaptability and willingness to learn new tasks

WORK ENVIRONMENT

Work environment:

The work environment characteristics described here are representative to those an employee encounters while performing the primary functions of this job. Normal office conditions exist, and the noise level in the work environment can vary from low to moderate. Limited overnight travel may be required from time to time.

Physical demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. While performing the duties of this job, the employee may be required to frequently stand, walk, sit, bend, twist, talk, hear and perform repetitive motions. There may be prolonged periods of sitting, keyboarding, reading, as well as driving or riding in transport vehicles. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include reading, distance, computer, and color vision. Talking and hearing are essential to communicate with clients, vendors, and staff.

Mental demands:

There are a number of deadlines associated with this position. The employee must be able to handle frequent interruptions and must also multi-task and interact with a wider variety of people on various and, at times, complicated issues.

INDIAN PREFERENCE

The Lumbee Tribe of North Carolina has implemented an Indian Preference in Employment Policy. Pursuant to this Policy, applicants who possess the knowledge, skills, and abilities required by this position, and who are members of the Lumbee Tribe will be given primary preference for hiring and employment after providing proof of tribal membership. Indian preference is integrated into the interview and scoring process for candidates for job positions.

OTHER

Confidentiality:

All employees must uphold all principles of confidentiality to the fullest extent. This position has access to sensitive information and a breach of these principles will be grounds for immediate termination.

Background Investigation: This position is subject to a criminal history background check, and a Motor Vehicle check. Candidates must successfully pass all required background checks in order to qualify for this position.

Drug Screening:

All applicants must successfully pass a pre-employment drug screening prior to beginning employment and will be subject to random drug testing.

Disclaimer: The information on this position description has been designed to indicate the general nature and level of work performance by employees in this position. It is not designed to contain, or be interpreted as, a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this position. Employees will be asked to perform other duties as needed.