Operations Assistant in Portland, Oregon at Northwest Portland Area Indian Health Board

About the Northwest Portland Area Indian Health Board (NPAIHB)

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, P.L. 93-638, under the Indian Self-Determination and Education Assistance Act (ISDEAA) serving the 43 federally recognized Tribes in the states of Idaho, Oregon, and Washington (Northwest Tribes). Tribes become voting members of the Board through resolutions passed by their governing body. Each member Tribe designates a delegate to serve on the NPAIHB Board of Directors.

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.” We have a staff of over 120 professionals dedicated to advancing Tribal health for the 7th generation in the Pacific Northwest.

The NPAIHB’s Strategic Plan 2025-2030 can be found here.

Job Title: Operations Assistant

Reports to: Director of Operations & Information Technology

Initial Salary Range: $51,000 – $60,000 annually

Benefits: Health, Vision, & Dental Insurance, Retirement Contributions, PTO, and Paid Holidays

Classification: Salaried, Exempt

Status: Full-Time (1.00 FTE), Regular w/ Benefits

Location: Portland, OR

JOB SUMMARY

Position Summary

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 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

Administrative and Reporting Functions

· 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

Other Duties

· Performs other duties as assigned by the Director of Operations & IT and/or Executive Director or designee

Standards of Conduct

· Act in service to the Tribes and Tribal communities we serve

· Uphold the Mission, Values, and Vision of the NPAIHB

· Maintain the highest level of confidentiality with all NPAIHB information and documentation

· Consistently exhibit professional behavior and a high degree of personal and professional integrity and impartiality appropriate to the responsible and confidential nature of the position

· Exercise good judgment and initiative in performance of duties and responsibilities

· Demonstrate self-awareness, sound interpersonal judgment, and constructive communication in the performance of all duties and responsibilities

· Demonstrate a commitment to learning, innovation, service, knowledge sharing, and the professional development of others, as appropriate to the position

· Help cultivate an organizational culture that centers NPAIHB’s service to Tribes, promotes professional excellence, and builds an environment where employees grow and thrive

· Contribute to building an inclusive workplace across a range of identities and experiences, including but not limited to geography, age, gender identity, gender expression, sexual orientation, ethnicity, class, language, disability, religion, spiritual practices, and immigration status

· Recognize diversity as a strength, and equity as a baseline

· Work in a cooperative manner with all levels of management and with all NPAIHB staff

· Effectively plan, organize workload, and schedule time to meet workload demands

· Use reasonable judgment to consistently display professional work attire during normal business hours, and/or dress appropriately for the workday, space, or event in lieu of a formal dress code

· Be present, available, and responsive for meetings and calls during regular working hours

· Participate actively in virtual meetings and use video when reasonably expected and appropriate, subject to approved accommodations or exceptions

· Show consideration by communicating effectively and building collective understanding

· Recognize that relationships are the cornerstone of NPAIHB’s work by treating all NPAIHB Tribal Delegates and Alternates, partners, staff, and American Indian/Alaska Native people with dignity and respect

· Participate in required NPAIHB meetings, trainings, and organizational activities

Qualifications

Education

Minimum education required:

· High School Diploma (or equivalent)

Additional education preferred:

· Associate’s Degree in Business Administration, Office Administration, Project Management, or a closely related field

Experience

Minimum experience required:

· 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

Additional experience preferred:

· 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

· 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

Probationary Period

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.

Work Conditions

Physical Demands

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.

Physical Requirements

Standard office requirements include:

· 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

Equipment-handling requirements

· 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

Travel Requirements

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 held both locally and hosted 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. The statements in this position description describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and/or skills required of all personnel so classified.

Except as provided by Title 25, U.S.C. § 450e(b), which allows for Indian preference in hiring, the NPAIHB does not discriminate on the basis of race, color, creed, age, sex, national origin, disability, marital status, sexual orientation, religion, politics, membership or non-membership in an employee organization, citizenship or immigration status, veteran or military status, genetic information, ancestry or any other characteristic protected by law.

Apply online at: https://ats.rippling.com/npaihb/jobs

or

SEND RESUME AND APPLICATION TO:

NPAIHB Human Resources Department

920 NW 17th Avenue

Portland, Oregon 97209

FAX: (503) 228-8182

Email: HR@npaihb.org