Administrative Supervisor
Have you considered building your career at one of Southwest Washington’s premier employers?
At the Port of Vancouver USA, you’ll be part of the dynamic team that makes us a vital link in global trade. As an economic engine, our work supports 20,000 local jobs. As a convenient hub of marine, rail, and highway transportation, we’ve been successfully moving cargo for more than a century. Our Terminal 1 redevelopment is helping transform Vancouver’s waterfront.
There’s a reason the Port of Vancouver USA has been one of the most storied employers for 114 years and counting. Beyond offering a meaningful career and competitive salaries, the port provides unmatched benefits and work-life balance. We offer generous PTO, the potential for flexible work hours, comprehensive health insurance, an HRA to help with health-related expenses, retirement, life insurance, disability, savings plans, and more. We value teamwork, creativity, and customer service – and we center our organization on being a rewarding and supportive place to work.
The Administrative Supervisor is responsible for leading administrative staff and coordinating daily administrative operations. The position manages Board of Commission meeting preparation; supports executive leadership and Commissioners; and ensures consistent application of records management, tenant services, and other specialized administrative processes. Responsibilities include allocating administrative resources, establishing priorities, monitoring the Administrative Services budget, coordinating meetings and official document posting, and providing backup support to the administrative team as needed.
Essential Responsibilities:
Essential responsibilities for the Administrative Supervisor may include, but are not limited to, the following:
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Supervises the Administrative Assistants, Records Officer, Tenant Services Coordinator, and/or other office staff as needed.
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Prepares, distributes, and maintains the Board of Commission meeting agendas and prepares minutes of meetings.
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Serves as a substitute in the absence of the Executive Assistant at Commission meetings.
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Assists Executive Assistant with support for CEO, Commissioners, and Division Chiefs.
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Leads the centralized Administrative Services team by coordinating resources, establishing priorities, balancing workloads, supporting projects and ensuring consistent service delivery across organization.
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Develops and implements administrative standards, procedures, and best practices.
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Provides oversight and coordination for specialized administrative functions, including records management and tenant services, ensuring consistency with organizational policies, procedures, and priorities.
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Develops and manages the Administrative Services budget; forecasts staffing, equipment, materials, and supply needs; monitors expenditures; and reviews and approves expenses and invoices.
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Updates the POV website with legal notices, commission meeting documents, and back up as needed.
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Coordinates and arranges meetings, prepares agendas, and reserves and prepares facilities.
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Provides back up and support to the administrative department, including records management, as needed.
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Actively supports the Port’s mission and vision and demonstrates values consistently.
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Works effectively as a team player with all Port employees.
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Performs other duties as assigned.
The duties above are illustrative and not an exhaustive list. Additional responsibilities may be assigned, and duties may change as organizational needs evolve.
Qualifications:
Education: Bachelor’s degree in business administration or related field, or any equivalent combination of education, training and experience that demonstrates the ability to effectively perform the job.
Experience: A minimum of five (5) years of experience in an administrative/supervisory role; supervision of multi-person teams preferred. Demonstrated experience providing high-quality customer service and serving as a professional, responsive point of contact for internal and external customers. Public sector experience and knowledge of public records management preferred.
License/Certification:
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Valid, unrestricted driver’s license.
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Ability to obtain and maintain a valid Transportation Worker Identification Credential (TWIC Card) upon hire.
Required Skills/Abilities:
Supervisory Skills: Ability to clearly assign responsibilities and set measurable goals. Strong skills in monitoring workflow, tracking progress, and evaluating results using structured feedback methods. Proven capacity to plan and organize work effectively. Ability to motivate employees and support high performance. Skilled in delivering timely, direct, and actionable feedback, both positive and corrective, while clearly communicating expectations clearly.
Communication Skills: Able to communicate clearly in writing and verbally, maintain confidentiality, and ensure accurate exchange of information. Excellent interpersonal communication skills, including maintaining open two‑way dialogue with staff. Able to develop and deliver formal presentations in a variety of settings to individuals, small or large groups.
Organizational Skills: Ability to manage competing organizational priorities while anticipating future administrative needs. Demonstrated ability to prioritize and manage multiple tasks under tight deadlines. Able to balance short- and long‑term priorities effectively while handling numerous, shifting, and often competing demands.
Analytical Skills: Ability to evaluate data and identify trends, solve problems, prioritize key information, anticipate operational needs, and improve processes by identifying and correcting inefficiencies.
Customer Service Skills: Highly skilled in providing professional, timely customer service and in fostering effective, respectful communication and collaboration among individuals and teams. Ability to work respectfully and professionally with employees and management to facilitate organizational needs.
Problem Solving Skills: Ability to logically and creatively think through and solve problems involving several variables. Able to remain objective in gathering information and investigating issues.
Computer Skills: Demonstrated ability to learn and apply technology solutions in a dynamic work environment. Advanced computer skills with emphasis on Microsoft Office suite.
Physical Requirements/Environment:
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Ability to remain in a stationary position for extended periods (e.g., sitting or standing).
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Ability to operate or otherwise use computer systems, software, and standard office technologies to complete essential job tasks.
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Ability to review and interpret information in written and digital formats.
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Ability to sort, organize and prepare physical documents for processing, filing, etc.
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Ability to perform frequent, repetitive hand motions including grasping and handling.
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Ability to create, annotate, and prepare documents in required written formats.
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Ability to communicate effectively in person, over the phone, and via digital tools.
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Ability to occasionally move or reposition items weighing up to 25 lbs.
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Ability to occasionally ascend/descend ladders and/or stools while maintaining balance.
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Ability to move around the office, between buildings, or throughout port locations to access files, attend meetings, interact with staff, etc.
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Ability to drive on an as-needed basis.
Work is primarily performed in an office environment but may occasionally occur at various outdoor locations where adverse weather conditions, uneven ground, exposure to moving machinery and moderate to loud noise is common.
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The requirements described above are representative of the physical and mental capabilities that must be met by an employee to perform the essential functions of this position. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions of this job. Equal Opportunity Employer.
If you are interested in this position, please click the apply button.
If you have any questions or concerns, please submit them to [email protected].
The posting will remain open until August 23, 2026.
The Port of Vancouver provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, the Port of Vancouver complies with applicable state and local laws governing nondiscrimination in employment.
Salary Range: $80,935 - $119,578 annually
