Administrative Assistant

GENERAL DESCRIPTION & PURPOSE

The Cold Climate Housing Research Center is a private non-profit corporation that promotes sustainable, durable, healthy building technologies in the Circumpolar North.

Our research includes public education, policy analysis, economic research and deployment pertaining to housing in cold climates. We also design and demonstrate prototype homes for rural Alaska that match the climate, resources, culture, and economy of individual communities. We work closely with government agencies, tribal entities, for-profit and nonprofit organizations to build better housing, and are supported through grants and private donations.

CCHRC is in search of an experienced and motivated Administrative Assistant to join an innovative team (and dogs) in Fairbanks, Alaska working to catalyze efficient and quality housing solutions throughout the circumpolar north through education and applied research.  Provide professional administrative and management support.  Coordinate office operations and procedures in order to ensure organizational effectiveness and efficiency. This is a perfect opportunity for someone who is starting their career, with the opportunity to grow.

LOCATION & SCHEDULE

Hours for this position are approximately 30 hours a week. This role is in-person Monday – Thursday from 9AM to 4PM in the CCHRC Office in Fairbanks.

COMPENSATION

Compensation is negotiable based on experience and can range between $25 – 28/hour. This job does not include benefits.

JOB DUTIES

General Administrative & Office Operations (40%):

• Maintain and standardize internal administrative procedures and documentation by following and writing SOPs.
• Open, sort, and distribute incoming mail.
• Maintain and update organizational databases and contact lists for donors, in coordination with our development team.
• Assist with travel arrangements.
• Manage state registrations and compliance tracking.
• Perform general clerical duties such as filing, scanning, and data entry.
• Provide general office support and help ensure a well-organized workplace environment.
• Manage staff technology accounts and access.
• Schedule meetings and trainings, maintaining internal team calendars.
• Support with travel arrangements for the Executive Director.

Human Resource Support (25%):

• Maintain and update employee records with accurate information.
• Assist with the onboarding process, including preparing new hire paperwork and scheduling onboardings.
• Support recruitment efforts by posting job openings, screening resumes, and coordinating interviews.
• File and organize confidential documents in compliance with company policies and legal regulations.

Communication (25%):

• Answer and respond to phone calls and emails professionally and promptly about programs, including our building technical assistance center, classes and workforce development initiatives.
• Direct inquiries to appropriate technical staff or subject matter experts.
• Greet and assist office visitors as needed.
• Maintain clear and courteous communication across internal teams and with external partners.
• Assist the Executive Director with communication with the Board of Directors.

Project Administration (10%):

• Provide administrative management for multiple grants and projects.
• Assist project leads with document management, file tracking and organization, and coordination.

REQUIRED EXPERIENCE

• A minimum of 2 years administrative/office experience.
• Proficiency in digital filing systems and office software (e.g., Google Suite, Canva).
• Familiarity with digital communication and task management platforms (e.g. Asana, Slack, etc.)
• High School Diploma or equivalent work experience.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Ability to lift 25 pounds.

DESIRED EXPERIENCE

• Experience performing administrative human resource functions (ie; hiring searches, preparing/managing onboarding and evaluation paperwork, etc.)
• Strong organizational skills.
• Ability to work closely and cooperatively with others.
• Ability to maintain confidentiality.
• Interest in Building Science and a willingness to learn new things.
• Passion for the mission and community building.

EQUAL OPPORTUNITY EMPLOYER

It is the policy of Cold Climate Housing Research Center to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, marital status, citizenship, national origin, genetic information, or any other characteristic protected by law.

HOW TO APPLY

Please complete the form linked HERE, including submitting all requested application materials. Applications will be received and reviewed on a rolling basis.