POSITION TITLE: Operations Coordinator

SALARY RANGE: $31,200 to $40,400 Levels I and II

CLASSIFICATION: Administrative, regular, full-time, non-exempt

SUPERVISOR: Director of Operations

CLOSES: June 4, 2015

RESPONSIBILITIES: The operations coordinator for the National Indian Child Welfare Association (NICWA) is responsible for handling administrative and logistical details of NICWA’s work activities, including management of the physical office space and equipment and supplies needed by staff to conduct their work. The following specific responsibilities must be carried out:

Ensures that the operations department (i.e., facilities, HR, technology, and support services) receives a high level of administrative support
Ensures that all assigned front desk administrative work is completed in an accurate, professional, and timely manner by exhibiting competent, responsive, and professional contact with walk-in visitors and telephone callers
Ensures physical office space, equipment, and supplies are adequate, safe, and functioning for staff at all times
Ensures accuracy and integrity of NICWA’s organizational records, including retention of physical information and computerized database
Ensures full accuracy on documents processed through support services, including all documents issued for public review

DUTIES

Oversees facilities/office management activities dealing with maintenance of office space, physical space relocation, storage issues, interoffice moves, remodeling, and office closure notifications; ensures the work room and reception area are neat, tidy, accessible, and safe for staff and visitor use
Trains other NICWA staff on basic computer applications and operation of office equipment and assists with identification of outside training resources for a particular need
Greets all walk-in visitors and telephone callers in a professional and courteous manner and responds to all public inquiries with accurate and timely information
In coordination with the director of operations, acts as a liaison between outside vendors and NICWA related to office space, equipment, and supplies, making sure they are adequate, safe, and functioning at all times and that staff have access to equipment and software to do their jobs efficiently
Periodically checks printer, postage machine, copier, and other office supplies to ensure adequate stock and works with director of operations on ordering and receiving supplies
Assists the director of operations and human resources supervisor as needed with new staff orientation, security cards, scheduling staff meetings, updating staff lists, and other related activities
Assists the human resources supervisor with administrative tasks including processing new hire and termination paperwork, administering benefit plans, posting job openings, scheduling interviews, coordinating staff events, maintaining personnel files, and preparing personnel documents in an accurate, timely, and professional manner
Performs general administrative and secretarial functions, such as word processing, timely and professional recording of all-staff meeting minutes, disseminating materials, setting up conference calls, broadcast faxing and/or emailing, photocopying, filing and information management, and scanning with accuracy and in a professional and timely manner, opens all daily mail, date stamps all pieces, and distributes to the correct staff person, and provides backup support for other support staff
Works with the executive communications manager to manage the workload of the Publications Team, to coordinate public document proofreading services, and to train support staff in proofreading; types, proofreads, and finalizes rough drafts, making accurate spelling, grammatical, and formatting corrections within the required timeframe on a variety of documents
Manages curriculum and internal resource (i.e., project management binder, employee handbook) inventory, processes curriculum orders, and manages in-house and outsourced curriculum printing
Arranges meeting sites, assists with meeting planning, and ensures accurate and timely meeting records for all-staff meetings, staff retreats, training sessions, and other meetings
Per the travel checklist, coordinates travel arrangements for consultants, presenters, grantee staff, NICWA staff or others, ensuring to the best of his/her ability that the traveler encounters little or no problem in getting to and from the assignment and that transportation fares and other travel costs are purchased to the best advantage of NICWA
Enters and updates various project and contact data in the NICWA Access database system, ensuring accurate and timely entries
Other duties as assigned, including participation on various internal teams

QUALIFICATIONS

Associate or bachelor’s degree in business management, business skills and/or secretarial services, human resources management, or social services, or equivalent specialized experience
Strong knowledge of Indian culture, Indian Country, social service systems, and policy structure
Demonstrated strong organizational skills; ability to manage multiple tasks and conflicting deadlines
Demonstrated ability to communicate both orally and in writing in an effective and timely manner
Ability to work in a team environment, both in leadership and peer relationships
Demonstrated strong proofreading and editing skills with excellent grammatical skills
Can capably operate a variety of office equipment, such as a computer, photocopier, scanner, printer, postage meter, etc.
Can capably use Microsoft Word or other word processing program and has ability to be trained to capably use other software programs, such as Excel, Outlook, Access, and PowerPoint
Ability to move 25-30 lb. items
Ability to travel approximately 5% of the work year

How to apply

TO APPLY

E-mail résumé, cover letter, six references, and salary history to Melissa Parsons at mparsons@nicwa.org, fax to (503) 222-4007, or mail to NICWA, 5100 SW Macadam Ave, Ste 300, Portland, OR 97239. Open until June 4, 2015.