Operations Associate

Aligned with the Foundation’s race equity and inclusion outcomes, a primary function of this position is to oversee the activities of the building to ensure the facility is safe and functions at peak performance. The position will also lead and implement various front-line administrative functions for the Foundation and the office of the president. 

Key Responsibilities 

General Office

• Greet and direct office visitors in a friendly and professional manner. 
• Answer and screen telephone calls and take detailed messages. 
• Process incoming and outgoing mail.
• Accurately transcribe handwritten notes or other provided information into digital format ensuring proper formatting and attention to detail. 
• Coordinate effective and efficient meetings including venues, meeting materials and documentation (agenda planning, note-taking), and follow-on action items with task owners to ensure completion. 
• Maintain electronic and physical filing system ensuring the compliance of files and records, per records management policies. Maintain accurate and organized records, including supporting documents for auditing and compliance purposes. 
• Provide support for organizational work plans.
• Open, close and secure facility. 

Facility Maintenance 

• Maintain day-to-day operations (safety, security and cleanliness) of the facility, assess for repairs, perform routine tasks or make referrals as needed.
• Troubleshoot minor malfunctions of office equipment; make referrals as needed.
• Maintain a well-organized and stocked facility including reception, conference and storage areas. 
• Maintain the preventive maintenance schedule (facility, information technology systems and furnishings).
  • Ensure a comprehensive approach to arrangement and supervision of vendor maintenance of equipment and internal systems (heating, cooling, alarms etc.). 
• Coordinate and supervise logistics of vendor services, inspections, upgrades and installations. 
  • Support research of new vendors, services and equipment.  
• Support the processing of vendor agreements, memberships, and service contracts. 

Activate the Space 

Incubator 

• Direct the administrative functions of the lifecycle of Incubator Associates, from onboard to exit.

Community

• Facilitate room reservations.  
• Coordinate conference space set up and breakdown; provide for organizational needs during meetings/events (technology, heating, cooling, etc.).

Other duties as assigned. 

Requirements

We acknowledge the significance of an individual's life experiences as a valuable skill set, recognizing that skills are cultivated through diverse encounters. During our application review process, we adopt a comprehensive approach to evaluating each applicant's background. Nevertheless, we prioritize candidates who exhibit the following qualifications:

• A minimum of one year experience in an office setting. 
• Ability to implement efficient processes to manage front-line work.
• Ability to prioritize multiple assignments and activities, excellent organizational skills. 
• Ability to work within deadlines and have high attention to detail and accuracy. 
• Ability to identify challenges and opportunities and implement practical solutions when a clear lack of process or standard is absent.
• COVID19 Booster: To ensure the well-being of our employees and community, we mandate that candidates applying for this position have received all CDC-recommended vaccine doses, including COVID boosters. Proof of vaccination will be requested as part of the interviewing process. Exceptions for medical or religious reasons may apply, with appropriate documentation required. Your cooperation in upholding a safe work environment is greatly appreciated.

A successful candidate will demonstrate:

• Commitment to race equity and inclusion as a personal and professional value. 
• Energetic, dependable (gets it done), and exemplary (gets it done exceptionally well).
• A passion for being helpful and supportive, with a natural inclination to anticipate the needs of others, whether that be Foundation staff of grantees. 
• Meticulous attention to detail and ability to consistently think three to six months out.
• Thoroughly understands the systems and confidently anticipates, identifies, and addresses issues to keep the facility operating smoothly. 
• Responsive and concise communication skills, verbal and written, with the ability to interact amid a diverse community. 
• Possess a high self-awareness relative to strengths and weaknesses. 
• Ability to give and take feedback as a part of a learning culture committed to achieving better results.
• Ability to identify challenges and opportunities and implement practical solutions when a clear lack of process or standard is absent.
• Data-driven, you apply current research and fact-checking to enhance your work, educate and inspire your audience, and maintain credibility. 
• An enthusiastic and resourceful team player, who enjoys being part of a collaborative, collegial environment, with the ability also to effectively work independently. 
• Demonstrates a strong desire to independently problem-solve. 
• Motivation to continuously pursue training and development opportunities to build knowledge and skills and share expertise with others.
• High level of integrity; high level of discretion, critical thinking, and judgment in handling sensitive and confidential information.
• Maintains a good work ethic, can set boundaries, and a good sense of humor and purpose. 

Technical Skills

• Strong experience and proficiency with using a wide variety of software, with the capacity to learn various systems and platforms, including, for example: 
  • MS Office Suite, with emphasis on Outlook, Word, Excel, and video conferencing
  • Google Workspace, with emphasis on Google Drive, Docs, Sheets, Forms 
  • Grantmaking platforms 
  • Project management tools 

Physical Demands

• Frequently requires standing; walking; and kneeling.
• Requires the ability to occasionally lift or carry; push or pull, or otherwise move objects up to 20 pounds.
• Requires the ability to ascend or descend stairs.

Job Type: Full time

Classification: Non-exempt

Expected hours: 36-40 hours per week 

Hourly rate: $25.00

Reports to: Senior Director of Programs and Operations

Supervisory Responsibility: No

Travel: Local and statewide. Occasional US-based travel may be required

Schedule: Tuesday-Friday, 8:00a – 5:00p ET; some evenings and weekends required

Work Location: Onsite - 147 West Market Street Warren, OH 44481

Competitive Benefits Package: The Wean Foundation offers exceptional benefits, including generous paid leave, medical, dental, vision, and retirement with employer contribution. Healthcare coverage is effective on the first day of employment, if selected. 

Hiring Process: 

The hiring process for this candidate will include: 

• Skills assessment* 
• Interview(s) with executive staff
• Reference and background check 

*If candidates advance to these stages, they will be compensated at a standard rate of $25 per hour for time spent on submitting materials and participating in activities.