Operations Assistant

Operations Assistant 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 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. Essential Functions Operations and Administration Excellence and Success 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 Front Office, Reception, and General Operations Support 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 Operations and Administrative Support Strategy and Development 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 Operations and Service Delivery 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 Project Management and Coordination 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 Compliance and Quality Assurance 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 Stakeholder Engagement and Technical Assistance 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 Budget and Fiscal Management Manages the office postage meter and associated online account, maintains an accurate postage log, and submits required monthly documentation