NW Tribal Dental Support Center Project Coordinator

Job Title: NW Tribal Dental Support Center Project Coordinator

Reports to: NW Tribal Dental Support Center Project Director

Initial Salary Range: $58,500 – $72,000 annually

Benefits: Health, Vision, & Dental Insurance, Retirement Contributions, PTO, and Paid Holidays

Classification: Salaried, Exempt

Status: Full-Time (1.00 FTE), Regular w/ Benefits

Location: Portland, OR

JOB SUMMARY

Position Summary

The Northwest Tribal Dental Support Center Project Coordinator (NTDSC Project Coordinator) supports the NTDSC’s guidance, training, education, quality improvement, and technical assistance to approximately forty-six (46) Indian Health Service (IHS), Tribal, and Urban (I/T/U) dental programs located throughout the states of Idaho, Oregon, and Washington.

The NTDSC Project Coordinator must have advanced knowledge of I/T/U dental program and administrative functions, and demonstrate strong organizational and project coordination skills, including the ability to take initiative, solve problems, and work independently with minimal supervision.

The NTDSC Project Coordinator supports the Northwest Portland Area Indian Health Board’s NW Tribal Dental Support Center team, which helps improve the oral health of American Indian and Alaska Native (AI/AN) people. The team includes approximately four (4) staff. The NTDSC Project Coordinator reports to the NTDSC Project Director. This scope of work is housed within the Clinical Support Services Division.

This position is based at NPAIHB’s offices in Portland, Oregon and is expected to work on-site in accordance with applicable workplace and telework policies, including attendance at designated in-person meetings and activities.

Local travel and overnight travel outside of the area are infrequently required. See “Travel Requirements” for more information.

Essential Functions

NW Tribal Dental Support Center Excellence and Success

· Supports the Northwest Tribal Dental Support Center in alignment with priorities established by member Tribes, the Strategic Plan, and applicable Tribal, federal, state, organizational, and/or funding priorities

· Contributes to an organizational culture of professional excellence, integrity, rigor, service, accountability, collaboration, and continuous improvement

· Supports proactive planning, problem-solving, and continuous improvement efforts to identify needs, address barriers, and advance desired outcomes

· Supports the planning and development of NTDSC goals, priorities, strategies, work plans, services, initiatives, and resources

· Monitors needs, opportunities, barriers, and emerging issues affecting the effectiveness, sustainability, or growth of the NTDSC, and communicates significant findings to the NTDSC Project Director

· Develops and distributes educational materials around oral health awareness and prevention, including fact sheets, newsletters, and PowerPoint presentations, in collaboration with NTDSC staff

· Supports and coordinates logistics for providing Continuing Dental Education (CDE) to the I/T/Us

· Supports the development and administration of the website content and social media strategies in collaboration with the NTDSC team and NPAIHB Communications staff

Continuing Education Credit Coordination for Indian Country Extension for Community Healthcare Outcomes (ECHO)

· Oversees all Continuing Education (CE) processes for current and new NTDSC-related ECHO programs and trainings in partnership with accreditation providers, while ensuring timely planning, submission, review, and approval of CE requirements and compliance with Accreditation Council for Continuing Medical Education (ACCME), American Nurses Credentialing Center (ANCC), Association of Social Work Boards (ASWB), and other applicable accrediting bodies

· Coordinates speaker recruitment, scheduling, and session logistics, collects required materials (slides, disclosures, CVs, and educational resources), and submits documentation for timely review and approval

· Reviews session materials for accreditation compliance, and collaborates with planners, speakers, and accreditation providers to address deficiencies as appropriate, including coordination of required Conflict of Interest (COI) mitigation and advance review of presentation materials

· Prepares, uploads, and issues CE certificates in accordance with accreditation provider requirements

· Maintains complete and audit-ready CE records, including session files, disclosures, evaluations, and approvals

· Manages registration and evaluation surveys, collects and cleans post-activity data, completes required evaluation summaries, monitors results, and analyzes findings to support reporting and program improvement

· Develops and distributes marketing materials, maintains approved materials and documentation in SharePoint (or equivalent), and maintains ECHO shared calendars

· Provides operational support during learning sessions and virtual and in-person trainings, including technical assistance, participant management, and troubleshooting

· Compiles and submits CE reports, post-activity documentation, and program outcome data in accordance with established requirements and timelines

Administrative and Reporting Functions

· Maintains complete, accurate, and well-organized Northwest Tribal Dental Support Center files and supporting records in compliance with NPAIHB and applicable external requirements, including securely archiving records as appropriate

· Maintains calendars, tracking spreadsheets, databases, administrative systems, or other tools with current information regarding activities, deliverables, deadlines, requirements, approvals, and required follow-up

· Provides timely updates regarding assigned activities, deadlines, risks, barriers, and required actions to relevant staff and leadership

· Documents significant activities, decisions, approvals, communications, and follow-up actions as required

· Attends NTDSC monthly meetings, takes detailed minutes, and distributes them

· Supports and coordinates the planning and implementation of NTDSC trainings, meetings, reports, and site visits

· Creates and maintains registration materials, name badges, and sign-in sheets for the Northwest Tribal Dental Meeting (NTDM), as well as other NTDSC trainings

· Assesses and coordinates event planning needs, including venue selection, budget development and tracking, IT requirements, contract execution, invoices, banquet event orders (BEOs), communication plans, and timeline management, in collaboration with the NTDSC Project Director

· Coordinates with the NTDSC Project Director and NPAIHB Communications staff to develop and manage event registration processes

· Coordinates travel arrangements and reimbursements for participants, faculty, and supporting staff for NTDSC trainings as needed

· Purchases supplies and maintains NTDSC product inventory

· Updates and maintains the dental contacts roster and email listserv

· Supports the preparation of all required project reports within the NTDSC

· Submits an electronic Monthly Activity Report (eMAR) to the NTDSC Project Director at the end of each month, and completes other assigned administrative reporting activities as needed

Other Duties

· Performs other duties as assigned by the NTDSC Project Director and/or Executive Director or designee

Standards of Conduct

· Act in service to the Tribes and Tribal communities we serve

· Uphold the Mission, Values, and Vision of the NPAIHB

· Maintain the highest level of confidentiality with all NPAIHB information and documentation

· Consistently exhibit professional behavior and a high degree of personal and professional integrity and impartiality appropriate to the responsible and confidential nature of the position

· Exercise good judgment and initiative in performance of duties and responsibilities

· Demonstrate self-awareness, sound interpersonal judgment, and constructive communication in the performance of all duties and responsibilities

· Demonstrate a commitment to learning, innovation, service, knowledge sharing, and the professional development of others, as appropriate to the position

· Help cultivate an organizational culture that centers NPAIHB’s service to Tribes, promotes professional excellence, and builds an environment where employees grow and thrive

· Contribute to building an inclusive workplace across a range of identities and experiences, including but not limited to geography, age, gender identity, gender expression, sexual orientation, ethnicity, class, language, disability, religion, spiritual practices, and immigration status

· Recognize diversity as a strength, and equity as a baseline

· Work in a cooperative manner with all levels of management and with all NPAIHB staff

· Effectively plan, organize workload, and schedule time to meet workload demands

· Use reasonable judgment to consistently display professional work attire during normal business hours, and/or dress appropriately for the workday, space, or event in lieu of a formal dress code

· Be present, available, and responsive for meetings and calls during regular working hours

· Participate actively in virtual meetings and use video when reasonably expected and appropriate, subject to approved accommodations or exceptions

· Show consideration by communicating effectively and building collective understanding

· Recognize that relationships are the cornerstone of NPAIHB’s work by treating all NPAIHB Tribal Delegates and Alternates, partners, staff, and American Indian/Alaska Native people with dignity and respect

· Participate in required NPAIHB meetings, trainings, and organizational activities

Qualifications

Education

Minimum education required*:

· Associate’s Degree with a focus in Public Health, Behavioral Health, Social Sciences, Healthcare Administration, or a closely related field

o In lieu of the minimum educational requirement, at least five (5) years of experience in health education, administrative support for training programs, program development, or a closely related field that demonstrates the knowledge, skills, and abilities required for the position may serve as an acceptable substitute for the minimum education requirement.*

* Note: the substitute-experience requirement is the total experience threshold, and is not added to the shorter minimum requirement listed in the Experience section below. All other distinct education, credential, and experience requirements remain applicable.

Additional education preferred:

· Bachelor’s Degree in Public Health, Behavioral Health, Social Sciences, Healthcare Administration, or a closely related field

Experience

Minimum experience required:

· At least three (3) years of experience in health education, administrative support for training programs, program development, or a closely related field that demonstrates the knowledge, skills, and abilities required for the position

· Experience in the planning, organization, implementation, and follow-up of public health and/or dental education programming

Additional experience preferred:

· At least one (1) year of professional experience working with Tribes, Tribal organizations, Tribal communities, or Tribal health clinics

· Direct experience working with Northwest Tribes

Required Knowledge, Skills, and Abilities

· Familiarity with the Indian Self-Determination and Education Assistance Act, Indian Health Care Improvement Act, and other relevant legislation

· Advanced proficiency with common workplace software programs (including Microsoft Word, Excel, PowerPoint, Teams, and SharePoint, as well as Adobe Acrobat)

· Intermediate proficiency with SurveyMonkey or similar survey platforms

· Proficient technical writing skills, including spelling, grammar, and proofreading, and the ability to produce polished writing under a deadline

· Excellent interpersonal skills

· Demonstrated cultural humility and ability to work effectively across cultural contexts

· Ability to exercise discretion, tact, and judgment

· Ability to work effectively with federal, Tribal, and other professionals

· Ability to facilitate participation and partnership in NTDSC activities

· Ability to work effectively with general supervision

· Ability to exercise initiative and make independent decisions and recommendations

· Ability to complete tasks in a timely and accurate manner

Probationary Period

External applicants must agree to serve a minimum six-month probationary period during which time their employment can be terminated at will. For the purpose of evaluating job performance, internal applicants may be required to serve an additional probationary period when job duties change significantly.

Work Conditions

Physical Demands

This position primarily involves sedentary work, including lifting no more than 10 pounds at a time, and occasionally lifting or carrying small articles such as files, supplies, or small tools. The work is primarily performed while seated but may require occasional standing and walking.

Physical Requirements

Standard office requirements include:

· Frequently requires sitting for sustained periods

· Frequently requires keyboarding, fine-finger dexterity, and repetitive movement of the wrists, hands, and fingers

· Occasionally requires standing, walking, and ascending or descending stairs or ramps

· Infrequently requires stooping or crouching

Travel and field-work requirements include:

· Requires prolonged sitting during automobile or air travel

· Requires walking and standing at meeting, event, or field locations

· Requires navigating airports, hotels, Tribal facilities, clinics, government offices, and other work locations

· Requires lifting or carrying luggage, presentation materials, or other work supplies weighing up to fifty (50) pounds

· May require exposure to outdoor weather, variable temperatures, or other applicable field conditions

Equipment-handling requirements include:

· Requires lifting, carrying, pushing, pulling, installing, or relocating equipment weighing up to fifty (50) pounds

· Requires reaching above or below shoulder level and working in confined or difficult-to-access areas

· Requires bending, kneeling, stooping, or crouching to install, inspect, connect, or maintain equipment

· Requires transporting equipment between floors, rooms, facilities, or vehicles

Travel Requirements

Local travel is required approximately 10% of the time. Overnight travel outside of the area is required approximately 10% of the time. Attendance at quarterly NPAIHB Board Meetings is occasionally required. These meetings are held both locally and hosted by our member Tribes on a rotating basis, typically taking place during the third or fourth weeks of January, April, July, and October, and requiring a minimum stay of two overnights per meeting. Attendance at the annual Northwest Tribal Dental Meeting is required. This conference is held at various locations throughout Idaho, Oregon, and Washington, typically spanning a full work week and requiring a minimum of three overnights per event.

Disclaimer

The individual must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately and without posing a significant safety threat to self or others. The statements in this position description describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and/or skills required of all personnel so classified.

Except as provided by Title 25, U.S.C. § 5307(b), which allows for Indian preference in hiring, the NPAIHB does not discriminate on the basis of race, color, creed, age, sex, national origin, disability, marital status, sexual orientation, religion, politics, membership or non-membership in an employee organization, citizenship or immigration status, veteran or military status, genetic information, ancestry or any other characteristic protected by law.

Apply online at:

or

SEND RESUME AND APPLICATION TO:

NPAIHB Human Resources Department

920 NW 17th Avenue

Portland, Oregon 97209

FAX: (503) 228-8182

Email: [email protected]