Career Center

The Operations & Administration Associate will provide administrative support and perform a variety of technical duties essential to the daily operations of the association. The incumbent ensures the smooth functioning of the facility suite by providing reliable and proactive management of the office space, resources, and reception. The incumbent will engage in technical and database support functions central to the meetings and membership operations. 

Essential Responsibilities assigned include, and may not be limited to:

• Oversee the facility is business-ready during AWO working hours and special events.  This includes   
• ensure the suite space is organized and professionally welcoming;
• maintain the facility’s office systems, equipment, supplies, kitchen equipment, inventory, and other tasks that provide a supportive and efficient office environment;
• follow the suite maintenance schedule and respond to maintenance needs when they occur off-schedule;
• monitor the facility and arrange for necessary repairs or improvements for equipment, furniture, office décor and window treatments;
• prepare, set-up and troubleshoot videoconference and meeting equipment for in-house meetings and events;
• communicate accurate and timely updates to staff on facility-related matters, such as, equipment and supplies.
• Manage the front office operations and reception.  This includes
• process incoming communication and correspondence and directed to appropriate staff in a timely way;
• track and maintain conference room schedule for availability and efficient use of resources;
• schedule messenger, delivery, and rideshare/taxi services;
• order office supplies and postage for timely delivery, and use historical purchasing data to determine order sizes;
• manage the interaction with outside visitors in a professional manner and following AWO and building security protocols;
• communicate accurate and timely updates to staff on telephone equipment, staff directories, special front desk/visitor coverage;
• help to plan, coordinate and support in-office meetings and events through acquisition of catering, space preparation and clean-up.
• Have security and emergency preparedness procedures in place and well-communicated to staff; collaborate with AWO Director of Safety and Environmental Stewardship, as necessary.
• Respond to office equipment and technical-related questions. This includes
• instruct staff on equipment use, train when necessary and research answers for users as needed. 
• Support membership database and integrated platforms used to track member organizations and individuals, help monitor member engagement.
• Provide support to departments managers to include
• invoice processing for Finance;
• convention and event preparation support to Meetings & Membership;
• assist with intranet content updates and maintenance as directed;
• provide minor digital media editing and content review of recorded broadcasts.

Minimum Qualifications:

• College Degree or equivalent related experience
• Ideally 2+ years’ of office management experience
• Demonstrated ability to assume progressive responsibilities
• Must be detail oriented, organized, and able to manage multiple priorities
• Excellent written and verbal communication skills

 Knowledge, Skills and Abilities:

• Advanced proficiency of office technology with a comfort level to train the user or direct the person to an AWO IT resource.
• Skilled in professional written communication styles and formats.
• Recognizes and acts in a proactive manner; demonstrates initiative.
• Problem resolution-oriented and offers solutions. 
• Skilled administratively, meticulous and organized.
• Ability to quickly learn the equipment and facilities to be maintained.
• Ability to judge and appropriately respond to individuals and situations orally, or in writing.
• Ability to work independently, and work collaboratively as part of a team.
• Ability to communicate with building management for office issues and outside vendors relating to garage parking, catering, mail, etc.

 Technical Abilities:

• Advanced proficiency in MS Office 365
• Demonstrated experience with relational database queries and troubleshooting
• Proficient in Microsoft Teams, Zoom, WebEx, and other virtual platforms
• Proficient with MS Teams Telephone(MTT) or similar telephone/conferencing systems
• Proficient in UPS Worldship

Physical Demands:

The incumbent executes some essential responsibilities that may require

• Working with a computer for periods of time.
• Regular change in movement to stand, sit, walk; also to reach, carry, stoop or kneel.
• Ability to access and navigate all areas of the facility
• Lift up to 15 pounds
• Ability to travel locally to conduct office related business

 Work Environment:

This is an in-office position Monday – Friday. The incumbent operates in a professional office environment. The ability to work with a moderate amount of distraction and noise (phone, light traffic) and to work at a computer terminal for periods of time are characteristic of the environment when performing essential job functions.