Administrative Supervisor

Port of Vancouver USA•Vancouver, WA

3d•Onsite

About The Position

The Port of Vancouver USA is seeking an Administrative Supervisor to lead administrative staff and coordinate daily administrative operations. This role involves managing Board of Commission meeting preparation, supporting executive leadership and Commissioners, and ensuring consistent application of records management, tenant services, and other specialized administrative processes. The position also includes allocating administrative resources, establishing priorities, monitoring the Administrative Services budget, coordinating meetings and official document posting, and providing backup support to the administrative team as needed. The Port of Vancouver USA is a dynamic team that makes the Port a vital link in global trade, supporting 20,000 local jobs and moving cargo for over a century. They offer a meaningful career, competitive salaries, unmatched benefits, and work-life balance, valuing teamwork, creativity, and customer service.

Requirements

Bachelor’s degree in business administration or related field, or any equivalent combination of education, training and experience that demonstrates the ability to effectively perform the job.
A minimum of five (5) years of experience in an administrative/supervisory role; supervision of multi-person teams preferred.
Demonstrated experience providing high-quality customer service and serving as a professional, responsive point of contact for internal and external customers.
Public sector experience and knowledge of public records management preferred.
Valid, unrestricted driver’s license.
Ability to obtain and maintain a valid Transportation Worker Identification Credential (TWIC Card) upon hire.
Supervisory Skills: Ability to clearly assign responsibilities and set measurable goals. Strong skills in monitoring workflow, tracking progress, and evaluating results using structured feedback methods. Proven capacity to plan and organize work effectively. Ability to motivate employees and support high performance. Skilled in delivering timely, direct, and actionable feedback, both positive and corrective, while clearly communicating expectations clearly.
Communication Skills: Able to communicate clearly in writing and verbally, maintain confidentiality, and ensure accurate exchange of information. Excellent interpersonal communication skills, including maintaining open two‑way dialogue with staff. Able to develop and deliver formal presentations in a variety of settings to individuals, small or large groups.
Organizational Skills: Ability to manage competing organizational priorities while anticipating future administrative needs. Demonstrated ability to prioritize and manage multiple tasks under tight deadlines. Able to balance short- and long‑term priorities effectively while handling numerous, shifting, and often competing demands.
Analytical Skills: Ability to evaluate data and identify trends, solve problems, prioritize key information, anticipate operational needs, and improve processes by identifying and correcting inefficiencies.
Customer Service Skills: Highly skilled in providing professional, timely customer service and in fostering effective, respectful communication and collaboration among individuals and teams. Ability to work respectfully and professionally with employees and management to facilitate organizational needs.
Problem Solving Skills: Ability to logically and creatively think through and solve problems involving several variables. Able to remain objective in gathering information and investigating issues.
Advanced computer skills with emphasis on Microsoft Office suite.

Nice To Haves

Supervision of multi-person teams preferred.
Public sector experience and knowledge of public records management preferred.

Responsibilities

Supervises the Administrative Assistants, Records Officer, Tenant Services Coordinator, and/or other office staff as needed.
Prepares, distributes, and maintains the Board of Commission meeting agendas and prepares minutes of meetings.
Serves as a substitute in the absence of the Executive Assistant at Commission meetings.
Assists Executive Assistant with support for CEO, Commissioners, and Division Chiefs.
Leads the centralized Administrative Services team by coordinating resources, establishing priorities, balancing workloads, supporting projects and ensuring consistent service delivery across organization.
Develops and implements administrative standards, procedures, and best practices.
Provides oversight and coordination for specialized administrative functions, including records management and tenant services, ensuring consistency with organizational policies, procedures, and priorities.
Develops and manages the Administrative Services budget; forecasts staffing, equipment, materials, and supply needs; monitors expenditures; and reviews and approves expenses and invoices.
Updates the POV website with legal notices, commission meeting documents, and back up as needed.
Coordinates and arranges meetings, prepares agendas, and reserves and prepares facilities.
Provides back up and support to the administrative department, including records management, as needed.
Actively supports the Port’s mission and vision and demonstrates values consistently.
Works effectively as a team player with all Port employees.
Performs other duties as assigned.