Portal Management Specialist

Job Details

Job Location:

Pawhuska - Pawhuska, OK 74056
Position Type:
Regular Full-Time

The Portal Management Specialist is responsible for administering, maintaining, and coordinating employee access to online funding management systems, agency portals, and other web-based platforms utilized for external funding administration and compliance activities across the Osage Nation. This position ensures authorized personnel throughout the Nation have appropriate, timely, and secure access to create, edit, submit, monitor, and manage external funding applications, awards, reporting requirements, financial activities, and related documentation across federal, state, private, and foundation funding systems.

This position serves as the central point of contact for organization-wide portal access coordination, user account administration, and operational support related to external funding systems. It is responsible for maintaining accurate records of user access and system permissions, supporting organizational internal controls related to external funding systems, and helping ensure employee access and portal usage comply with applicable Tribal policies, external funding requirements, and administrative procedures.

• Bachelor’s degree in Business Administration, Information Technology, Public Administration, or related field preferred.
• Experience with administrative systems or database management preferred.
• Strong organizational and recordkeeping skills.
• Proficiency with Microsoft Office Suite and web-based systems.
• Ability to manage multiple tasks and deadlines with accuracy.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information responsibly.
• Experience working with Tribal governments or Tribal programs preferred.
• Familiarity with federal and state funding agency portals such as Grants.gov, Just Grants, FEMA GO, SAM.gov, eRA Commons, or similar systems preferred.
• Knowledge of cybersecurity practices and user access controls preferred.
• Ability to provide technical support or user assistance.
• Knowledge of online portal administration and account management procedures.
• Ability to communicate effectively with staff, agencies, and external partners.
• Ability to interpret policies and follow detailed procedures.
• Strong attention to detail and accuracy.
• Ability to work independently and as part of a team.

• Create, manage, update, and deactivate employee user accounts for non-Tribal funding-related online portals and systems.
• Maintain records of employee access credentials, permissions, and authorization levels.
• Coordinate with funding agencies and portal administrators to establish or modify user access.
• Assist employees with login issues, password resets, multi-factor authentication, and portal navigation.
• Monitor portal access to ensure compliance with Tribal policies, cybersecurity standards, and funding award requirements.
• Track deadlines for portal renewals, certifications, and account verifications.
• Support staff in accessing systems required for funding opportunity application development, submission, reporting, and compliance activities.
• Maintain organized documentation of portal procedures, user guides, and account management processes.
• Communicate updates regarding portal changes, outages, or new requirements to appropriate staff.
• Work collaboratively with Pre-Award/Contracts Office and Post-Award/Compliance Office.
• Assist in onboarding and offboarding employees by coordinating timely access setup and removal.
• Ensure confidential and sensitive information is securely maintained.
• Perform other related duties as assigned.