Job  Board

Position Title: Operations Coordinator

Supervisor:    Deputy Director            

Department:   Operations

FLSA Status:  Non-Exempt, Hourly

Classification: Regular, Full-time

Location:        Portland, Oregon

                                                                                  Salary:            $45,783-$54,940                       

Position Summary:

The operations coordinator for the National Indian Child Welfare Association (NICWA) ensures the effective management of NICWA’s office operations, supporting staff with necessary equipment, supplies, and maintaining a welcoming physical workspace. This position provides administrative and logistical support to the operations department, including key human resources support tasks, and supports other departments as needed. The operations coordinator serves as the first point of contact for visitors and callers, responding with hospitality, professionalism, and compassion.

Primary Responsibilities:

1. Provides administrative support functions for a hybrid work environment; serves as a backup to the coordinator team, contributing to the continuous improvement of NICWA’s operational effectiveness
2. Coordinates logistics for meetings, all-staff events, retreats, and celebrations, ensuring smooth execution and attention to detail
3. Assists with software platform implementation to streamline our hybrid work environment
4. Greets visitors and triages incoming phone calls and emails with professionalism and courtesy
5. Maintains and organizes office equipment, supplies, and facilities to ensure a clean, safe, and efficient work environment
6. Processes supply orders and ensures that office equipment, including printers, copiers, and conference room technology, is adequately stocked and fully operational
7. Provides administrative and project support for human resources tasks, maintaining strict confidentiality and ensuring accuracy, as directed by the deputy director

Essential Functions:

1. Ensures office equipment, including printers, postage machines, copiers, and conference room technology is functional and arranges for timely maintenance when needed
2. Provides general administrative support, including data entry, document preparation, meeting minutes, copying, faxing, scanning, scheduling meetings, and setting up conference calls and virtual meetings with accuracy and professionalism
3. Serves as administrative backup and project support for other teams, working collaboratively and cross-functionally as needed
4. Processes and distributes mail efficiently and accurately, ensuring timely delivery to staff members
5. Proofreads and edits documents to ensure accurate spelling, grammar, and formatting within required timeframes
6. Coordinates travel arrangements in accordance with NICWA policies, ensuring seamless and trouble-free travel for staff and external partners
7. Responds to inquiries promptly and professionally, providing excellent customer service
8. Assists with logistical planning and execution for meetings, all-staff events, retreats, and training sessions, ensuring effective organization and delivery
9. Maintains internal resource inventories, such as the staff lists, equipment replacement schedule, and employee handbook, keeping materials updated and accessible to staff
10. Updates and maintains NICWA databases and confidential spreadsheets with accurate and timely project and contact data
11. Acts as a liaison with external vendors for office space, equipment, and supplies, ensuring resources are adequate, safe, and operational
12. Coordinates with partners to prepare equipment for new staff; manages alarm codes, keys, and parking to support smooth onboarding
13. Provides basic training for staff in computer operations, including software and digital workflows and office equipment to improve efficiency and proficiency
14. Supports recruitment, onboarding, and retention efforts by assisting with logistics and maintaining confidential employee data, including wages, benefits, and vacation accrual rates
15. Partners with the fiscal team to process benefit invoices, employee worksheets, employee action forms, and other confidential documents, ensuring error-free and timely handling of data

Additional Responsibilities:

1. Performs other duties and assignments as directed
2. Participates in NICWA activities, internal teams, and other tasks as required
3. Contributes to organization-wide initiatives and special projects as needed

Supervision:

1. This position reports directly to the deputy director.
2. This position does not have supervisory responsibilities.

Core Competencies:

1. Models ethics, integrity, and accountability
2. Exercises sound judgement and decision-making
3. Upholds high standards of accuracy and quality of work standards
4. Actively contributes to NICWA’s learning community
5. Effectively manages workload and prioritization of tasks
6. Navigates adversity with resilience and adaptability
7. Develops strategic perspectives to enhance organizational success
8. Demonstrates professional effectiveness in all aspects of the role
9. Champions and promotes NICWA’s mission, vision, philosophy, and goals
10. Builds and shares organizational knowledge
11. Maintains a strong constituent focus, building and deepening constituent knowledge
12. Champions and supports organizational change
13. Builds and nurtures relationships across teams and stakeholders
14. Communicates clarity, influence, and impact
15. Encourages collaboration and fosters teamwork
16. Inspires and motivates others to achieve high levels of performance
17. Adheres to NICWA’s policies, procedures, and organizational framework

Qualifications: