Administrative Manager - Ukpeagvik Inupiat Corporation

The Administrative Manager is responsible for overseeing and coordinating 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 Administrative 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.

Essential functions will include:

Office Operations Management:

• Organize, streamline, and maintain administrative processes for the Utqiaġvik corporate office to support efficient day-to-day operations.
• Ensure efficient management of corporate’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, correspondences, 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 trainings 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.

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:

• Support office and executive management needs regarding Utqiaġvik-based meetings and events, including development of agendas, preparation and distribution of materials, scheduling, logistics (e.g., A/V, web platforms), accurate minute-taking, set-up and clean up, and coordination with outside vendors as needed.
• 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.

Budget and Resource Management:

• Manage the administrative budget for the Utqiaġvik office, including expenses associated with travel, meetings, office supplies, equipment, administrative labor, and facility-related costs.
• Monitor expenditures and maintain records for reporting, audits, and financial tracking in alignment with internal policies and grant requirements.
• Ensure preparation of administrative documentation for internal and external grant reporting and audit processes.

Stakeholder Relations and Issue Resolution:

• Develop and maintain relationships with shareholders, clients, vendors, and other stakeholders.
• Respond to employee and shareholder grievances, resolving conflicts as they arise and/or escalating to the appropriate department within UIC, following all applicable UIC policies and procedures.

Required Knowledge, Skills, and 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.

Minimum Qualifications:

• Bachelor of Arts or Bachelor of Science degree preferred; experience of comparable value may be substituted.
• Six (6) years of administrative experience with responsibility for administrative systems and support staff coordination.
• Two (2) years supervisory experience is required and may include some indirect supervision.
• Experience managing administrative processes and procedures in an office environment.
• Based in Utqiaġvik, Alaska.

Additional Job Requirements:

• Must possess an intimate understanding of UIC shareholders’ current and desired education and employment situations.
• Must possess a thorough understanding of the business environment, labor market, and education resources in Utqiaġvik and across Alaska, and be able to gain such an understanding for where UIC does business and where UIC shareholders live.
• Must possess an understanding of Iñupiat values and their integration into the Iñupiat culture and UIC’s operations.
• Must have a valid Alaska’s Driver’s License.
• Must be able to pass mandatory pre-employment drug screening.
• Must be able to travel infrequently between Anchorage and Utqiaġvik.

Preferred Qualifications:

• Eight (8) years of administrative experience preferred, with demonstrated responsibility for managing administrative systems and coordinating support staff.
• UIC shareholder or descendant preferred.
• Experience living, learning, and working in Utqiaġvik.
• Experience working within an Alaska Native Corporation is preferred.

Equipment Used:

• Computers, tablets, and smartphones.
• Print/Copy/Scan/Fax Machines.
• Telephones, teleconferencing systems, and videoconferencing systems.

Physical & Mental Demands:

• The employee is frequently required to read text on a computer screen and hard copy, sit for extended periods of time, talk, and hear.
• The employee is occasionally required to stand, walk, and reach with hands and arms.
• The employee is exposed to moderate levels of noise in a well-lit, well-ventilated, and moderately paced office environment.
• The employee must regularly lift and/or move up to 20 pounds.

Work Environment & Conditions:

• This position is based in Utqiaġvik, Alaska, with infrequent travel within Alaska. 
• Typical office setting in a small office building in a rural environment (Utqiaġvik) but may have occasional travel to construction sites.
• Work is generally sedentary in nature but may require frequent standing and walking.
• The work environment is moderately quiet.

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