Overview
Ukpeagvik Iñupiat Corporation is seeking an experienced Office Manager to oversee and coordinate day-to-day administrative operations at the Utqiaġvik corporate office. This role ensures efficient support services, supervises clerical and reception staff, and maintains effective communication with executive leadership. The Office Manager supports Utqiaġvik-based meetings and events, manages office resources and budgets, and fosters a professional, high-performing office environment. This position also serves as a liaison with shareholders, employees, vendors, and other stakeholders to resolve issues and ensure responsive service delivery aligned with organizational standards. The Office Manager must ensure high standards of professionalism and performance at all times and require exceptional organizational skills, attention to detail, and the ability to handle a variety of tasks in a fast-paced environment.
Responsibilities
Essential functions will include:
Office Management:
- Organize, streamline, and maintain administrative processes for the Utqiaġvik corporate office to support efficient day-to-day operations.
- Ensure efficient management of the corporation’s vehicle fleet in Utqiaġvik through the supervision of expeditor staff and coordination of regularly scheduled cleaning and maintenance.
- Ensure efficient and effective administrative support, including managing schedules, meetings, correspondence, office supplies, and related functions.
- Develop, implement, and maintain office policies and procedures that align with internal standards and external compliance requirements.
- Maintain continuous communication with executive leadership to identify and resolve administrative challenges promptly and support a culture of high performance.
- Participate in training and initiatives related to service delivery improvement and administrative effectiveness.
- Coordinate with UIC Real Estate staff and outside contractors, as necessary, to address facility needs for the Utqiaġvik office.
- Assist and organize programs, events, meetings, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers, and controlling event budgets.
- Organizing and scheduling conference rooms.
Staff Supervision and Coordination:
- Supervise Utqiaġvik-based reception and clerical staff; provide guidance, mentorship, and performance management to ensure responsibilities are met.
- Provide leadership in hiring, onboarding, development, and day-to-day oversight of administrative support staff.
- Coordinate with clerical and administrative staff across departments and subsidiaries to achieve a consistent and effective standard of service.
- Monitor and coordinate staff activities to ensure maximum efficiency in administrative operations.
Utqiaġvik-Based Meeting and Event Support:
- Organize Utqiaġvik-based programs, meetings, events, or conferences, including venue coordination, catering, guest communications, speaker logistics, and event budget tracking as directed by the President/CEO
- Demonstrate flexibility to work with different supervisors, departments, and companies as needed and to assist with other duties as assigned.
- Other duties as assigned.
Administrative Support:
- Prepare and maintain accurate records, files, and documentation.
- Assist with project management tasks, including tracking project milestones and deadlines.
- Perform general administrative duties such as data entry, filing, and office organization.
- Notarize documents as needed.
Knowledge, Skills & Abilities:
- Excellent administrative and organizational skills.
- Excellent verbal and written communication skills.
- Proven dependability and ability to manage a large workload with competing priorities.
- Strong organizational, planning, and coordination skills in managing office functions.
- Demonstrated ability to supervise and coordinate support staff and clerical workflows.
- Expertise with administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures.
- Expertise with supporting software applications, to include Microsoft Office Suite and budget tracking tools. Demonstrated ability to manage competing priorities in a dynamic office setting while maintaining confidentiality and professionalism.
- Dependable performance and punctual attendance.
- Periodic travel may be required depending on operational needs.
- Experience working within an Alaska Native Corporation preferred.
Qualifications
Minimum Qualifications:
- High school graduate or equivalent required
- Bachelor of Arts or Bachelor of Science degree preferred; experience of comparable value may be substituted.
- Five (5) years of office manager experience required.
- Two (2) years of supervisory experience is required and may include some indirect supervision.
- Must have a valid Alaska Driver’s License.
Physical and Mental Demands:
Prolonged periods of sitting and using computers or office equipment, which may lead to muscle strain.
Occasional light lifting of office supplies and materials (up to 10 pounds).
Frequent use of hands for typing, handling materials, and reaching with arms.
Requires visual acuity for close and distant vision, color differentiation, depth perception, and the ability to adjust focus.
Regularly performs multiple tasks simultaneously in a busy office setting with frequent interruptions.
Must be able to read and interpret documents and communicate clearly, both verbally and in writing.
Regular interaction with the public and staff, requiring effective interpersonal and communication skills.
Working Conditions:
Work is performed in a typical office environment.
Noise level is generally moderate and consistent with standard office operations.
Office is located in an urban setting.
