Operations Administrative Coordinator

Operations Administrative Coordinator

Department: Operations

Reports to: Operations Manager

Job level: Coordinator

Status: Full-time, hourly, non-exempt

Schedule: 40 hours per week; hybrid remote

Pay range: $28 - $31 per hour ($58,240-$64,480 annualized), commensurate with experience

Location: Portland, Oregon based

Position Summary

The Northwest Native Chamber (NWNC) is dedicated to promoting and supporting Native American businesses, entrepreneurs, and professionals in the Pacific Northwest region. Our mission is to create a vibrant and sustainable economic environment for Native American communities through networking, advocacy, and resource-sharing initiatives.

As the Operations Administrative Coordinator at NWNC, you will play a key role in providing administrative support, and ensuring the smooth operation of the organization. This role involves office management support, general administrative tasks and Board of Directors support. The ideal candidate will be detail-oriented, highly organized, and able to handle multiple responsibilities in a dynamic nonprofit setting.

Essential Functions

Key responsibilities of this position include, but may not be limited to

Administrative Support

• Serve as the first point of contact for the organization, greeting visitors and responding to phone and email inquiries professionally.
• Assist the Operations Manager and Chief Executive Officer with day-to-day administrative tasks, including document preparation, filing, and correspondence management.
• Support the Operations Manager with staff meetings, correspondence and internal communications.
• Scan and log mail into the tracking system, and distribute accordingly.
• Assist with maintaining insurance policies and providing certificates.
• Maintain grant tracking records and coordination of supporting documents.
• Assist with Membership tracking and communications.
• Assist with Student Registration support.
• Support property, equipment and systems oversight.
• Assist with digitizing and organizing historical records.
• Maintain office supplies inventory and reorder when necessary.
• Contribute to various special projects as assigned by the Executive Team.
• Perform other duties as assigned by the Operations Manager.

Board Liaison Support

• Serve as a liaison between the CEO, Board of Directors, Operations Manager and staff, supporting effective communication, governance, and follow through.
• Schedule and coordinate all aspects of virtual and in person Board meetings across Oregon, Washington, and Idaho, including scheduling, agendas, Board packets, meeting space, technology, meals, lodging, and travel.
• Coordinate Board communications, materials, records, and ongoing Board member needs, including travel arrangements and reimbursements.
• Support Board retreats, strategic planning sessions, conference attendance, and other Board activities.
• Prepare accurate Board meeting minutes, document motions, votes, decisions, and action items.
• Maintain Board governance records, approved minutes, resolutions, policies, and supporting documentation.
• Track Board decisions and follow up items to support continuity and accountability between meetings.

Required Qualifications

• High school diploma or equivalent required; some college coursework or a degree in business administration, or a related field preferred.
• Proven experience in data entry or administrative support roles.
• Knowledge and understanding of issues and priorities of American Indian, Alaska Native, and indigenous communities are highly valued.
• Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
• Excellent attention to detail and accuracy in administrative tasks.
• Proficiency in Google Suite, Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong communication and interpersonal skills for collaborating with team members.
• Ability to maintain confidentiality and handle sensitive information professionally.

Professional and Personal Abilities, Attributes, and Experiences

While no one person will embody all the qualifications listed below, the ideal incumbent will possess many of the following:

• Proactive and solution-oriented mindset.
• Ability to multitask and prioritize tasks effectively.
• Strong interpersonal skills and the ability to work collaboratively.
• Adaptable to a fast-paced and dynamic work environment.
• Passion for social change and commitment to the organization's mission.
• A deep interest in advancing and strengthening Native American businesses, entrepreneurs, and professionals in the Pacific Northwest region.
• Excellent communication skills.
• Strong critical thinking and problem-solving skills.

Additional Requirements

Physical Activities

Sitting: Heavy

Standing: Moderate

Kneeling: Light

Carrying: Light

Bending: Light

Lifting: Light

Walking: Light

Typing: Heavy

Talking: Heavy

Seeing: Heavy

Speaking: Heavy

Hearing: Heavy

Schedule & Work Environment

This is a full-time 40 hours per week position. The standard schedule worked is Monday through Friday between the hours of 9:00am-5:00pm PST. This position will work under normal business office conditions. This position’s primary work location will be at the NWNC office in Portland, Oregon with the ability to work remotely as necessary. Occasional evenings and weekend work may be needed.

*This job description is not intended to encompass all functions and qualifications of this position; rather, they are intended to provide a general framework for the position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by a person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements to the work of NWNC and are subject to possible modifications to reasonably accommodate individuals with disabilities. NWNC is an equal opportunity employer.*

Pay: $28.00 - $31.00 per hour

Expected hours: 40.0 per week

Benefits

* 401(k)

Work Location: Hybrid remote in Portland, OR 97239