Operations and Administrative Associate

Position Description – Operations and Administrative Associate: The Operations and Administrative Associate is responsible for overseeing and executing day-to-day operational and administrative functions. This role will ensure efficient organizational processes, support project implementation, and contribute to the overall mission of the organization. The ideal candidate will possess strong organizational, communication, and problem-solving skills, and can work collaboratively across teams to enhance efficiency and effectiveness.

Primary Responsibilities:

Operational Management

• Oversee daily operational activities to ensure smooth and efficient functioning of the organization (based on SOPs and workflows).
• Assist in developing,implementing, and communicating operational policies, procedures, and best practices.
• Assist in organizing and managing the Shared Drive and other Knowledge Management efforts including maintaining an organized and accessible filing system.
• Coordinate with building management and vendors to maintain office environment and equipment, including scheduling and overseeing maintenance.
• Coordinate with external IT support to assist staff with computer and software support and maintenance.

Administrative Support

• Provide general administrative support including managing correspondence, office support, scheduling meetings, and maintaining records.
• Manage the organizational phone, voicemail, and Info inbox and redirect messages and/or requests.
• Provide administrative support to the Executive Director and Senior Director of Operations, including scheduling and project setup in Teamwork.
• Schedule and coordinate Board, Executive Committee, and Finance & Audit Committee meetings.
• Coordinate logistics for internal and external events, meetings, and training sessions.
• Assist in purchasing and managing office supplies and inventory, records for property, building access cards, and ensuring resources are available as needed.
• Support travel arrangements and reimbursements; and support expense report processing.
• Support Board management, including scheduling meetings and tracking attendance, compiling materials for Board meetings, and assisting with annual elections and turnover.

Human Resources Functions

• Assist in recruitment processes, including job postings, interview scheduling, and onboarding of new staff.
• Maintain employee records, track leave balances, and request annual staff signatures for policies.
• Support staff development initiatives and promote a positive workplace culture.

Project Coordination/Event Support

• Provide administrative support to project managers to ensure effective implementation.
• Learn and manage project management platform (i.e. Teamwork or its replacement).
• Assist in gathering and compiling data for project/board reports, tracking outcomes, and other metrics, if assigned.
• Assist in the evaluation of project and organizational processes, if requested.
• Track registrations and hotel reservations for in-person meetings.
• Assist members with registration, travel arrangements, and documentation for meetings.
• Serve as on-site contact for logistics during meetings.
• Develop participant rosters and directories for meetings or events.

Financial Administration

• Collaborate with the finance staff for timely processing of invoices and payments.
• Assist in financial reporting and maintain accurate financial records, for specific activities/events, if necessary.

Qualifications & Skills

• Advance CTE values both education and work experiences that demonstrate the ability to perform the essential duties and responsibilities of this position and estimates that a minimum of two to five years of related experience is necessary to carry out the duties of this position. 
• Strong organizational and multitasking abilities.
• Attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Google Suite and Microsoft Office (Word, Excel, PowerPoint) and experience using project management platforms.
• Ability to work collaboratively in a team environment and foster positive relationships.
• Ability to handle confidential and sensitive information with discretion.
• Knowledge of and competency in equity, and racial equity in particular, with openness to increase content knowledge and skills in this area to support the organization’s ongoing work in this space.

Preferred Qualifications & Skills

• Experience working with a nonprofit or membership organization

Supervision Received: The Associate will work under the direction of the Senior Director of Operations.

Salary & Benefits:  Salary range for this position is $50,000-65,000; exact salary depends on experience and new staff rarely start at the top of the range. Benefits include but are not limited to: a casual work environment and no-cost health care for the employee; phased in benefits include a transportation subsidy for DC-based staff, 9% contribution to 401(k) plan (no match required), paid parental and family leave; the week off between Christmas and New Year; and a very flexible telework schedule with only one day in office expected per week for DC-based staff.

Location:  Advance CTE’s office is located in the Washington, D.C. metro area (Silver Spring, MD). This role is based in the D.C. region to provide in-office support.

Travel Required: At minimum, this position requires participation in two in-person “home weeks” and two in-person annual conferences per year. 

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit, stand, walk, sit, crouch, kneel, use hands to finger, handle or feel objects, tools or controls, and reach with hands and arms. The employee must occasionally lift, carry, push, pull and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.

Commitment to Equitable Hiring: We are an equal-opportunity employer and are committed to building and growing a diverse team.

Salary : $50,000 - $65,000