Operations Assistant

Northwest Portland Area Indian Health Board•Portland, OR

12d•$51,000 - $60,000•Onsite

About The Position

The Operations Assistant supports the day-to-day administrative operations of NPAIHB and is responsible for front-office and reception services, building and office coordination, mail and supply functions, event logistics, organization-wide tracking, and timely administrative follow-up. The Operations Assistant serves as the primary point of contact for visitors and callers and as a central administrative resource for staff, vendors, service providers, Tribal representatives, partners, and members of the public to support a welcoming, secure, responsive, and efficiently functioning workplace. The Operations Assistant must have working knowledge of general office administration, reception and customer service practices, records and inventory management, event and meeting logistics, building-support processes, and workplace safety and security procedures. The Operations Assistant must demonstrate strong skills in organization, written and verbal communication, follow-through, attention to detail, technology use, and managing multiple priorities and frequent interruptions, including the ability to anticipate needs, tactfully obtain required information, and escalate concerns appropriately. The Operations Assistant serves on NPAIHB’s Operations Team, which provides organization-wide operational, facilities, technology, financial, staff support, and administrative services. The team includes approximately four (4) staff members. The Operations Assistant reports to the Director of Operations & Information Technology (IT). This scope of work is housed within the Administrative 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 is infrequently required. Overnight travel outside of the area is not required. See “Travel Requirements” for more information.

Requirements

High School Diploma (or equivalent)
At least one (1) year of experience in office support, reception, administrative assistance, customer service, office coordination, or a closely related field, that demonstrates the knowledge, skills, and abilities required for the position
Demonstrated experience managing multiple priorities, deadlines, and frequent interruptions while maintaining accuracy and follow-through
Demonstrated experience composing, formatting, proofreading, and distributing routine correspondence, notices, forms, or other administrative documents
Experience using office technology, databases, scheduling tools, shared calendars, and/or project-tracking systems
Working knowledge of general office administration, reception, customer service, records management, mail and shipping, inventory, scheduling, event logistics, and office-equipment practices
Working knowledge of workplace safety, visitor access, building security, confidentiality, and appropriate escalation procedures
Intermediate proficiency with common workplace software programs (including Microsoft Word, Excel, PowerPoint, Teams, and SharePoint, as well as Adobe Acrobat)
Basic proficiency with ClickUp or similar project management software/workflow-tracking platform
Proficient written communication skills, including a strong command of spelling, grammar, proofreading, formatting, and the ability to produce polished writing under a deadline
Excellent interpersonal and customer-service skills, including a courteous, personable, patient, and professional demeanor
Effective organizational, process-oriented, and attention-to-detail skills
Demonstrated cultural humility and ability to work effectively across cultural contexts
Ability to exercise discretion, tact, judgment, and appropriate confidentiality when handling sensitive personnel, visitor, building, and project information
Ability to communicate effectively and work cooperatively with NPAIHB Tribal Delegates and Alternates, staff at all levels, visitors, vendors, service providers, and other professionals
Ability to manage competing priorities and frequent interruptions while remaining responsive, organized, and accurate
Ability to anticipate needs, identify potential problems, and act proactively within the scope of assigned authority
Ability to tactfully and persistently follow up with busy professionals regarding deadlines, missing information, approvals, and required actions
Ability to recognize when an issue should be resolved independently, referred to another resource, or escalated to a supervisor
Ability to work effectively with minimal supervision
Ability to exercise initiative and make independent decisions and recommendations
Ability to complete tasks in a timely and accurate manner
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 must agree to serve a minimum six-month probationary period when job duties change significantly.
This position involves light work, including lifting no more than 20 pounds at a time, and frequently lifting or carrying objects weighing up to 10 pounds. The work may also require substantial walking or standing or regular pushing and pulling of equipment.
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
Requires lifting, carrying, pushing, pulling, installing, or relocating equipment weighing up to twenty-five (25) 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
Local travel is infrequently required. Overnight travel outside of the area is not required. Attendance at quarterly NPAIHB Board Meetings is optional. These meetings are host by our member Tribes on a rotating basis, taking place during the third or fourth weeks of January, April, July, and October, and typically require a minimum stay of two overnights per meeting.
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.

Nice To Haves

Associate’s Degree in Business Administration, Office Administration, Project Management, or a closely related field
At least two (2) years of professional experience working with Tribes, Tribal organizations, Tribal communities, or Tribal health clinics
Direct experience working with Northwest Tribes
Experience supporting events, meetings, building operations, facilities requests, office services, or shared-workspace logistics
Experience using ClickUp or similar project management software/workflow-tracking platform

Responsibilities

Supports NPAIHB's operations and administrative support activities in alignment with priorities established by member Tribes, the Strategic Plan, and applicable Tribal, federal, state, organizational, and/or funding requirements and priorities
Contributes to an organizational culture of professional excellence, integrity, rigor, service, accountability, collaboration, and continuous improvement
Coordinates front-office, building-support, office-service, event-logistics, and administrative activities among staff, visitors, vendors, service providers, and other stakeholders to promote coordinated, timely, culturally responsive, and effective service
Contributes to proactive planning, problem-solving, and continuous-improvement efforts to identify needs, address barriers, and advance effective organizational operations
Supports monitoring of emerging operational needs, risks, opportunities, and workplace issues and communicates material information to appropriate staff and leadership
Professionally greets visitors and callers, determines the nature of inquiries, provides appropriate general information, and directs or routes individuals to the appropriate staff, department, or destination
Answers, screens, and routes calls using the multi-line telephone system; takes accurate messages and provides helpful information within the scope of the position
Maintains visitor sign-in materials and accurate visitor logs and supports consistent visitor-access procedures
Maintains a comfortable, tidy, professional, and welcoming reception area for guests and visitors
Handles general administrative inquiries and routes requests, documents, and follow-up actions appropriately
Collects, sorts, prepares, and distributes incoming and outgoing mail, packages, messages, and courier deliveries accurately and promptly
Provides backup administrative and front-office support for the Office Manager
Supports organizational initiatives and all-staff activities through assigned administrative and logistical assistance
Supports the planning and development of administrative processes, office service procedures, tracking systems, tools, and resources
Supports implementation of operational priorities in response to organizational planning, workplace needs, staff feedback, and direction from the Director of Operations & IT
Supports the development, expansion, and improvement of forms, reference materials, administrative tools, and office service resources in collaboration with appropriate staff
Identifies needs, opportunities, recurring barriers, and emerging issues affecting the effectiveness of front-office, building-support, and administrative services
Collaborates with the Director of Operations & IT and other Administration Division staff to align assigned activities with organizational priorities and operational requirements
Coordinates day-to-day front-office, reception, building-support, mail, supply, scheduling, and general administrative services for NPAIHB staff and visitors
Maintains the processes, tools, systems, office equipment, and resources necessary to carry out assigned operations and administrative-support activities effectively, and reports equipment or service problems to the appropriate staff or vendor
Manages building and shared-space scheduling information, helps resolve scheduling conflicts, and communicates space availability and related requirements to staff
Maintains office-supply inventory using standard inventory rotation practices, identifies replenishment needs, and coordinates supply availability for staff
Serves as the liaison between staff and the Facilities Manager for maintenance requests, building concerns, and related follow-up
Facilitates timely distribution of building news, operational announcements, service interruptions, and other relevant information to staff through appropriate communication channels
Coordinates resolution of routine operational barriers and escalates issues requiring additional authority, expertise, or resources to maintain effective and timely service delivery
Monitors assigned services and work products to ensure they are responsive to staff and visitor needs and are delivered in a timely, courteous, accurate, culturally appropriate, and high-quality manner
Supports collaboration and coordination among NPAIHB projects and departments to meet event, meeting, workspace, and administrative-support needs
Applies proactive project-management practices to organize assigned work, establish and monitor timelines, manage competing priorities, and meet deadlines and service commitments
Maintains the organization-wide event-tracking system in ClickUp or a similar project management software platform with current information regarding dates, locations, responsible staff, logistical needs, deadlines, and required follow-up
Participates in regular meetings and discussions with Operations Team members and other appropriate staff to organize activities, clarify responsibilities, resolve barriers, and maintain shared accountability
Monitors upcoming events and meetings, identifies potential logistical conflicts or missing information, and communicates concerns and recommended next steps to appropriate staff
Coordinates with project and administrative staff regarding event needs, including room arrangements, catering, supplies, materials, technology, access, and other logistical requirements
Supports event and meeting logistics, including room setup, materials preparation, supply coordination, and post-event restoration of shared spaces
Tracks pending items and tactfully follows up with staff to obtain required documentation, approvals, decisions, or information before applicable deadlines
Sends timely reminders regarding event-preparation deadlines, missing materials, upcoming actions, and required follow-up
Supports compliance with applicable workplace safety, building security, visitor-access, confidentiality, records-management, mail-handling, organizational-policy, and other requirements governing assigned activities
Conducts routine review of visitor logs, tracking records, correspondence, forms, notices, and administrative documentation for accuracy, completeness, consistency, and appropriate handling
Supports quality-assurance and continuous-improvement practices that strengthen the consistency, responsiveness, and effectiveness of front-office and administrative services
Identifies, communicates, and supports resolution of safety concerns, security issues, service gaps, documentation errors, and other operational risks, including escalating concerns when appropriate
Follows guest sign-in, access-control, and service-provider verification procedures, including verification of maintenance or vendor calls before access is authorized
Supports positive relationships with NPAIHB Tribal Delegates and Alternates, visitors, callers, vendors, service providers, partner organizations, and other stakeholders through courteous, timely, culturally respectful, and solution-oriented service
Supports representation of NPAIHB through professional front-office, telephone, written, and in-person interactions
Provides basic administrative information, directions, forms, materials, and assistance to staff and visitors and routes requests requiring specialized, programmatic, technical, or decision-making authority to the appropriate person
Supports communication and collaboration across NPAIHB by distributing operational information, reminders, announcements, and materials and by helping staff connect with appropriate administrative resources
Manages the office postage meter and associated online account, maintains an accurate postage log, and submits required monthly documentation to Accounts Payable
Supports monitoring of office-supply, postage, shipping, event, and other assigned administrative expenditures by maintaining receipts, logs, account records, and supporting documentation and communicating actual or anticipated needs to the appropriate staff
Maintains complete, accurate, and well-organized front-office, visitor, building, mail, supply, event, and administrative-support files and records in compliance with NPAIHB requirements, including securely archiving records as appropriate
Maintains calendars, room schedules, visitor logs, postage records, inventory records, maintenance requests, event-tracking systems, and other administrative tools with current information regarding activities, deadlines, requirements, approvals, and required follow-up
Provides timely updates regarding assigned activities, deadlines, risks, barriers, missing information, and required actions to relevant staff and leadership
Prepares, formats, proofreads, and distributes routine correspondence, notices, forms, reports, lists, and other administrative materials
Documents significant activities, requests, decisions, approvals, follow-up actions, and other important communications as required
Performs other duties as assigned by the Director of Operations & IT and/or Executive Director or designee