Operations Assistant

The Northwest Tribes have long recognized the need to exercise control over the design and development of health care delivery systems in their local communities. To this end, they formed the Northwest Portland Area Indian Health Board (also referred to as NPAIHB or “the Board”) in 1972. Guided by a vision of “Health and Wellness for the Seventh Generation,” NPAIHB is a 501(c)3 designated (non-profit) organization and Tribal organization serving the 43 federally recognized Tribes in the states of Idaho, Oregon, and Washington. Led by our Board of Directors, NPAIHB’s mission is to “eliminate health disparities and improve the quality of life of American Indians and Alaska Natives by supporting Northwest Tribes in their delivery of culturally appropriate, high-quality health programs and services.”

About the role

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. This position reports to the Director of Operations & Information Technology and is based at NPAIHB’s offices in Portland, Oregon, expected to work on-site in accordance with applicable workplace and telework policies. Local travel is infrequently required; overnight travel outside of the area is not required.

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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Requirements

• 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.
• Strong skills in organization, written and verbal communication, follow-through, attention to detail, technology use, and managing multiple priorities and frequent interruptions.
• Ability to anticipate needs, tactfully obtain required information, and escalate concerns appropriately.

Benefits

• Health, Vision, & Dental Insurance
• Retirement Contributions
• Paid Time Off (PTO)
• Paid Holidays

Pay

Initial salary range: $51,000 – $60,000 annually.

Schedule

• Full-Time (1.00 FTE), regular with benefits
• Salaried, exempt status