Job Title: Policy Services Manager

Reports to: Director of Legal & Government Affairs

Initial Salary Range: $76,000 - $95,000 annually

Benefits: Health, Vision, & Dental Insurance, Retirement Contributions, PTO, and Paid Holidays

Classification: Salaried, Exempt

Status: Full-Time (1.00 FTE), Regular w/ Benefits

Location: Portland, OR

JOB SUMMARY

Position Summary

The Policy Services Manager oversees the administrative services and organizational coordination supporting NPAIHB's Policy Division, including the Government Affairs and Board Relations functions, and the Tribal Youth Delegate Program. This position manages day-to-day administrative activities and workflows, coordinates Quarterly Board Meetings (QBMs), Policy-related events and activities, and maintains the schedules, systems, and resources necessary to support Policy work. The Policy Services Manager serves as a central administrative and operational liaison among NPAIHB staff, member Tribes and Tribal leaders, and external partners and officials. This position provides high-level support to the Director of Legal & Government Affairs, and coordinates across the Policy Division to facilitate timely implementation of established priorities.

The Policy Services Manager must have advanced knowledge of executive coordination, meeting and event management, program administration, and project management, with strong skills in documentation, shared staff supervision, cross-department coordination, and handling confidential information. This position represents the organization both internally and externally, and requires professionalism, sound judgment, and the ability to manage competing priorities in a fast-paced environment.

The Policy Services Manager supports the Northwest Portland Area Indian Health Board's Policy team, which provides advocacy and education on health policies aligned with NPAIHB's mission, vision, strategic plan, governing documents, and priorities established by its member Tribes. The Policy team includes the Director of Legal & Government Affairs, Policy Services Manager, Senior Health Policy Analyst, and Health Policy Analyst, with an additional 50% FTE of shared support from the Board Relations & Executive Assistant. The Policy Services Manager reports to the Director of Legal & Government Affairs, and co-supervises the Board Relations & Executive Assistant in coordination with the Executive Director. This scope of work is housed within the Policy Division.

This position is based at NPAIHB's offices in Portland, Oregon and is expected to work on-site in accordance with applicable workplace and telework policies, including attendance at designated in-person meetings and activities.
Local travel and overnight travel outside of the area are required. See "Travel Requirements" for more information.

Essential Functions

Tribal Health Policy Excellence and Success
• Supports implementation and coordination of NPAIHB's Policy initiatives in alignment with priorities established by member Tribes, the Strategic Plan, and applicable Tribal, federal, state, organizational, and/or funding priorities
• Actively promotes an organizational culture of professional excellence, integrity, rigor, service, accountability, collaboration, and continuous improvement
• Acts as a central liaison for Policy activities among member Tribes, NPAIHB staff, and external partners to promote coordinated, timely, culturally responsive, and effective work
• Tracks operational needs, deadlines, risks, and emerging issues, communicates relevant information to leadership, and coordinates follow-up actions
• Partners with the Director of Legal & Government Affairs to coordinate implementation of Policy priorities and address operational needs
• Leads planning and coordination of QBMs, policy-related events, and Executive Committee sessions for Board Delegates under the guidance of the Director of Legal & Government Affairs, including schedules, materials, logistics, meeting documentation, and follow-up activities
• Attends other key meetings, documents decisions and action items, and tracks required follow-up actions

Supervisory Responsibilities
• Co-supervises the Board Relations & Executive Assistant in coordination with the Executive Director, including participating in hiring, establishing work priorities, assigning and reviewing work, providing feedback, and supporting performance management
• Establishes clear goals, performance expectations, priorities, and standards for assigned staff
• Evaluates and coaches employee performance, provides timely feedback, and identifies training and professional development needs
• Promotes staff engagement, accountability, professional growth, and effective goals-based performance
• Ensures that assigned staff and contractors comply with organizational policies, procedures, directives, and applicable external requirements
• Completes staff performance evaluations within required timelines
• Works in collaboration with Human Resources on staff performance and disciplinary matters in accordance with the Program Operations Manual
• Coordinates contracts and workloads for consultants or contractors, as applicable

Administrative and Reporting Functions
• Maintains complete, accurate, and well-organized Policy files and supporting records in compliance with NPAIHB and applicable external requirements, including securely archiving as appropriate
• Maintains calendars, databases, administrative systems, and tracking tools with current information regarding activities, deliverables, deadlines, requirements, approvals, and required follow-up
• Provides timely updates regarding assigned activities, deadlines, risks, barriers, and required actions to relevant staff and leadership
• Contributes to required Policy, QBM, and Government Affairs reports and supporting materials, including gathering necessary information and facilitating timely completion and submission
• Documents significant Policy activities, decisions, approvals, communications, and follow-up actions as required
• Facilitates logistics and preparation for other Policy meetings and activities with staff, Tribal partners, consultants, and other stakeholders

Tribal Youth Delegate Program Coordination
• Plans, coordinates, and supports monthly NPAIHB Tribal Youth Delegate (TYD) meetings, events, and engagement activities, including chaperoning and making arrangements for local, regional, and national TYD travel, as applicable
• Maintains regular communication with TYDs participating in annual cohorts, and serves as a liaison for TYD activities, logistics, and engagement
• Tracks TYD participation, engagement, activities, and required follow-up actions
• Drafts quarterly TYD reports and supporting materials for QBMs
• Works with the Director of Legal & Government Affairs to align TYD Program activities with NPAIHB's mission, vision, strategic plan, and priorities established by member Tribes

Policy Planning and Coordination
• Coordinates the administrative development, production, dissemination, and improvement of Tribal health policy resources for NPAIHB member Tribes in collaboration with Policy staff, Tribal partners, consultants, and other stakeholders
• Works with the Executive Director, the Director of Legal & Government Affairs, and Division Directors to coordinate Policy activities in support of applicable Tribal, federal, and state policy priorities

Project Management and Coordination
• Coordinates project activities and partner communications to support compliance with applicable funding requirements, organizational goals, and strategic priorities
• Applies proactive project management practices to organize complex work, establish and monitor work plans and timelines, manage competing priorities, and meet goals, deliverables, and fiscal requirements
• Coordinates Policy team planning discussions with the Director of Legal & Government Affairs to clarify responsibilities, resolve barriers, and maintain accountability for agreed actions
• Supports coordination of organization-wide work, including dependencies, approvals, contributions, deadlines, and required follow-up
• Tracks progress against goals, milestones, budgets, work plans, and deliverables, and coordinates adjustments as necessary
• Supports the Director of Legal & Government Affairs in relevant committees and workgroups, including coordinating assignments arising from their meetings

Policy Operations and Service Delivery
• Manages day-to-day operations and assigned activities in accordance with approved plans, timelines, budgets, policies, and applicable requirements
• Maintains the processes, tools, systems, and resources necessary to carry out Policy activities effectively
• Escalates operational barriers and supports adjustments to maintain effective and timely service delivery
• Supports efforts to ensure services, resources, and work products are responsive to member Tribe and other stakeholder needs, and are delivered in a timely, culturally appropriate, and high-quality manner

Stakeholder Engagement and Technical Assistance
• Coordinates and maintains operational relationships with NPAIHB member Tribes, Tribal health programs, the Indian Health Service, government agencies, funders, community partners, consultants, and other stakeholders
• Supports and coordinates representation of the NPAIHB and its Government Affairs initiatives at meetings, conferences, events, committees, and workgroups
• Supports stakeholder engagement activities to gather input, promote participation, strengthen collaboration, and build collective understanding
• Coordinates scheduling, materials, logistics, and follow-up for training, resource sharing, and technical assistance addressing NPAIHB member Tribes' identified Tribal health policy needs
• Facilitates communication and collaboration across NPAIHB to reduce information silos and coordinate multidisciplinary work that advances culturally appropriate prevention, treatment, and other Tribal health strategies

Compliance and Quality Assurance
• Supports compliance with applicable laws, regulations, funding requirements, organizational policies, professional standards, and other requirements governing Government Affairs activities
• Supports review of services, work products, data, documentation, and processes for accuracy, quality, consistency, completeness, and compliance
• Supports quality assurance, risk management, and continuous improvement by identifying and communicating compliance risks, quality concerns, and process gaps and coordinating corrective actions that strengthen Government Affairs work

Research, Evaluation, and Information Coordination
• Coordinates collection and organization of information, and supports Policy staff in documenting findings used for program improvement and policy-related activities
• Coordinates and supports preparation, formatting, review, and dissemination of reports, briefs, presentations, and other Policy products
• Maintains appropriate data systems, protocols, documentation, and confidentiality protections while following established data-governance practices that uphold Tribal data sovereignty

Funding Development and Award Administration
• Supports preparation of grant budgets, budget justifications, scopes of work, applications, continuation requests, reports, correspondence, and related documents
• Supports collaboration with Project Directors, Finance staff, compliance staff, funders, and other contributors to promote timely, accurate, and compliant award administration
• Supports monitoring of sponsor policies, guidance, systems, and announcements and communicates material changes to affected staff

Budget and Fiscal Management
• Supports development of assigned budgets in collaboration with Finance staff
• Assists with monitoring of expenditures and financial information to identify variances, maintain alignment with approved budgets, and comply with applicable organizational and funding requirements

Other Duties
• Performs other duties as assigned by the Director of Legal & Government Affairs and/or Executive Director or designee

Standards of Conduct
• Act in service to the Tribes and Tribal communities we serve
• Uphold the Mission, Values, and Vision of the NPAIHB
• Maintain the highest level of confidentiality with all NPAIHB information and documentation
• Consistently exhibit profess