Job Title: Operations Department Administrator

Department: Administration

Reports To: General Manager

Type: Regular Full-time

Status: Exempt - Salaried

Grade: L

JOB SUMMARY:

The Operations Department Administrator (ODA) acts as the General Manager’s aid and in close coordination with the Services Department Administrator to oversee task management operations for Operations departments such as:, Automotive, Tribal Court, Cultural Resources, Economic Development/Planning, Enrollment, Front Desk/Admin, Human Resources, Informational Technology, Maintenance/Facilities Department and Natural Resources. The ODA serves as a liaison and provides extensive professional assistance to the General Manager. The ODA will oversee Operations Department Directors when a family relationship exists between the GM and said director as defined in NIT Personnel Policy 3.11, Nepotism – Hiring of Relatives.

This position requires the ability to exercise independent judgment and initiative; as well as establish and maintain effective working relationships with all Operations Departments, as well as other professionals contacted in the course of work.

The Operations Department Administrator coordinates with the Services Department Administrator (SDA) with plans and coordinates operation activities for the General Manager, management team, and boards, including strategic planning activities. The ODA will develop and champion processes that builds collaboration across teams and projects. The ODA may assist in goal setting, task assignment, follow-up, and strategy development and execution across the government and board structures. Sometimes, the ODA will need to act on behalf of the GM for decisions that help move work within the Operations Departments forward and in the GM’s absence. This position will work in coordination with the Services Department Administrator to assist Board CEOs to manage board operations.

The Operations Department Administrator reports directly to the General Manager and serves as a member of the executive team.

MAJOR TASKS AND RESPONSIBILIIES:

• Serves as the General Manager’s primary Liaison and principal aid for Operations Departments;
• Serves as liaison between Operations Department staff and the GM;
• Provides administrative support for the GM in matters relating to meetings or projects initiated or overseen by the executive office, including scheduling team meetings, tracking and assisting in progress of special projects for the Operations Departments and Services Departments as needed;
• Responsible for the Administrative and Front Desk personnel; supervises Administrative Assistant, Receptionists, and on-call pool of receptionist that are needed by Administration or as requested by Operations departments;
• Supports General Manager with legislative and administrative issues by conducting research and analysis;
• Attends meetings with or for the General Manager, as directed;
• Assists Operations Department Directors in the development of administrative policy and procedures for Operations Departments as needed by conducting research and providing analysis;
• Develops and delivers both written and verbal presentations or correspondence as required;
• Assists, as needed, with organizing operation programs, events, meetings, or conferences by arranging facilities, issuing information or invitations, and coordinating presenters;
• Assists the GM and Tribal Council Operations Assistant in the process for requesting agenda issues; items for the Tribal Council meetings (i.e. maintain the ATO/MRC procedure) within NIT Operations Departments and Service Departments as needed;
• Ensures the execution and completion of GM/Council directives; deliverable obligations; and enforces internal policy and procedures with the Operations Departments;
• Coordinates inter-departmental cooperation and collaborations with Operations Departments;
• Ensures activities within the Operations Departments are streamlined based on the priorities of the GM;
• Attends all Council meetings;
• Supports the use of processes and systems that provide the government with consistency;
• Works closely with the executive team to create, implement, and roll out plans for operational processes, internal infrastructures, reporting systems and governmental policies all designed to foster growth, accuracy and efficiencies within the Operations Departments;
• Assists in defining new operational strategies for Operations Departments as needed;
• Oversees strategic initiatives from development through successful execution under the guidance of senior leadership;
• Assists the GM and/or CEO in facilitating effective decision-making, program management, and initiative implementation within the Operations departments;
• Provides strategic and technical assistance on operational issues within the Operations Departments to the GM and employees, as needed;
• Provides, communicates, and reinforces clarity at an organizational and departmental level about what the government sees as a priority for the Operations Departments;
• Collaborates, plans, and executes projects with Operations departments and Services Departments if necessary;
• Keeps GM and/or CEO informed of and consulted on key developments and issues within the Operations Departments;
• Assists Operations Department directors in proper coordination of all NIT Departments staffing and activities;
• Coordinates and researches issues regarding special projects within Operations Departments and assists with Service Departments, as needed;
• Maintains a good working relationship with the Tribal Council and Support staff;
• Builds and develops positive working relationships with all Operations Department employees for increased efficiency and effective responsiveness;
• Follows-up with Operations departments/ specified committees/entities, etc. on item/task assigned/discussed at meetings with the General Manager;
• Manages long-term director/liaison implementation plan for all NIT Departments;
• Assists Operations Department directors in conducting staff meetings within the Operations Departments;
• Maintains NIT policies and ordinances relating to Operations Departments;
• Assists Operations Department directors in finding knowledge and skills gaps within Operations Department and address as needed;
• Assists Operations Department directors in ensuring effective professional development for departmental staff;
• Assists Operations Department directors in fostering a positive working environment that promotes transparency, learning, and open communication within the Operations Departments;
• Thorough understanding of Native American governance issues;
• Demonstrate cultural sensitivity;
• Performs other related duties, as requested

• Board Duties for NBC II and MCI established by Council in 2019 and NBCII established by Council in 2020:

• Assist the CEO/board members in the process for requesting agenda issues; items for the board meetings (i.e. maintain the ATO procedure)
• Coordinate all board meetings and review all materials needed for each meeting for completeness and accuracy.
• Develop agendas, materials and communications that support the work of the board of directors
• Follow-up and communicated regularly with board members in regards to scheduling, attendance and agenda items
• Provide staff support
• Arrange for attendance of contractors and/or other internal or external attendees
• Collect and disseminate documents/contracts after the board meetings have adjourned
• Ensure that official record is recorded and that the Board Secretary gets the paper copy
• Upload completed files to board X drives
• Makes sure Operations departments/ specified committees/entities, etc. follow through with any item/task assigned/discussed at board meeting .
  

OTHER DUTIES:

The Tribe is committed to community service and the well-being of its members. Therefore, each employee may be required to perform a wide range of office and field duties from time to time. Such duties may or may not be related to their regular responsibilities.

PREFERENCE:

• Indian Preference Policy applies to this and all positions with the Nooksack Indian Tribe.

MINIMUM QUALIFICATIONS

The following qualifications are required for the incumbent to have, in order to be considered for the position.

• Has knowledge of Nooksack Tribal Codes and Washington State codes;
• Thorough knowledge of the principles and practices of Tribal administration, as well as solid understanding and knowledge of the functions of Tribal government;
• Has knowledge of research methods, data analysis, and preparation of reports;
• Humility and willingness to work “behind the scenes” and to let most of the contributions be less visible;
• Proficient of grammar, spelling and legal formatting;
• Compose and prepare written correspondence according to standard business practices;
• Communicate effectively with others, both orally and in writing, and regularly follows-up on tasks;
• Has time management, diplomacy, verbal and written communications skills;
• Ability to maintain composure in a wide range of situations, which may include individuals who are upset regarding an activity or policy;
• Serve in a confidential work relationship;
• Handle confidential materials with tact and discretion;
• Accurately type correspondence, reports and memoranda;
• Ability to learn departmental policies and rules, procedures, practices and objectives;
• Ability to understand and follow oral/written policies, procedures and instructions;
• Prepare and present accurate and reliable reports containing findings and recommendations;
• Ability to operate a personal computer using standard or customized software applications appropriate to assigned tasks such as MS Word, MS Excel, etc;
• Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions; and
• Works well under pressure and handles stress.
  

REQUIRED EDUCATION, EXPERIENCE AND TRAINING FOR POSITION:

• Bachelor’s degree in Business Management field or equivalent

and

• A minimum of two (2) years of work experience at management level or equivalent position

and

• A minimum of two (2) years of tribal governance administrative work experience

OR

A Minimum of ten (10) years of equivalent work experience that includes:

• A minimum of four (4) years of work experience at management level or equivalent position

and

• A minimum of two (2) years of tribal governance administrative work experience

and

• A minimum of two (2) years of Management level work experience
  

PREFERRED:

Two (2) years of work experience within any NIT Operations Departments

REQUIRED CONDITIONS OF EMPLOYMENT:

• Must pass alcohol/drug test at time of hire and throughout employment.
• Must pass criminal background check at time of hire and periodically thereafter.
  

REQUIRED LICENSES OR CERTIFICATIONS:

• Must have and maintain throughout employment a valid Washington State Driver’s License and meet the insurability requirements of the Tribe. (Must Provide Driving Abstract at time of hire).
  

PHYSICAL REQUIREMENTS ( The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.):

• The standard work week is 8:30-5:00 Monday through Friday (occasionally may have to work evenings)
• While performing the duties of this job, the employee is regularly required to sit for long periods and frequently required to talk and listen.
• Sitting for extended periods while at a desk or in meetings.
• Manual dexterity to operate a keyboard, calculator, and telephone system
• Ability to lift up to 20+ pounds without assistance occasionally.
• Typical office setting with environmentally controlled conditions.
• Read, write, speak and understand English
• Ability to listen, understands customers, and has the ability to translate rules, regulations, and policies to clients so they understand the issues/problems.
• Operate in mentally and physically stressful situations with composure.
• May have to walk/drive between office locations under a variety of conditions.
• Must be able to bend, reach, kneel, twist, and grip from assigned work areas.