Operations Associate

WQED Multimedia•Pittsburgh, PA

1d•$25 - $30•Onsite

About The Position

Operations Associate WQED is building a business operations team and expects to hire two or three Operations Associates. This is not a traditional administrative assistant job. It is not a secretarial role. It is a hands-on position for people who can work with senior leadership to bring order to complexity and apply sound judgment to keep organizations running smoothly. If you believe some work is “beneath you,” this role is not a good fit. If you take pride in accuracy, follow-through, and doing important work carefully—even when it’s methodical and sometimes repetitive—keep reading. About the Role Operations Associates are trusted internal resources who support senior leadership and core organizational functions. The focus is keeping records accurate and reliable, improving how work gets done, and resolving issues before they become bigger problems. This role requires discretion and good judgment Success in this role looks like becoming a trusted, go-to operational resource. Over time, you will bring clarity and order to complex information, maintain records others can rely on, independently resolve routine issues, and know when escalation is appropriate. Your work will help preserve institutional knowledge, prevent small problems from becoming larger ones, and support better, faster decision-making across the organization.

Requirements

Are highly detail-oriented and accuracy-driven
Can work patiently and methodically on long-term projects
Learn new systems quickly and enjoy doing so
Are naturally organized—or relentless about becoming organized
Enjoy productivity tools, workflows, templates, and software that improve efficiency
Can manage multiple priorities without losing track of details
Are resourceful, proactive, and steady under pressure
On-site work only at our studios on Fifth Avenue in Oakland (free parking provided)
Willingness to handle hands-on tasks (scanning, filing, inventory, mailings)
Proficiency with core office software (mail merges are essential) and hardware (printers, scanners, multiple-function copy machines.
Ability to work at a computer for extended periods and occasionally lift or carry items up to approximately 15 lbs
Reliable attendance and punctuality
Applications must include a cover letter. Please briefly address the following:
Describe a system, process, or workflow you improved. What wasn’t working, what did you change, and what was the result?
Describe a time you had to track down hard-to-find information or verify details using research or online tools. What was your approach, and how did you ensure accuracy?
Describe a way in which you’ve acted as the operational “glue” in a busy workplace.
Concise responses are fine. We value clarity over length.

Nice To Haves

Backgrounds that often translate well include:
Medical office reception or billing
Records management, compliance, or document control work
Operations or office management in a small organization
Administrative or customer-facing roles where accuracy and discretion mattered

Responsibilities

Solve Problems and Improve Systems Evaluate incoming requests, questions, and issues, determine the appropriate next steps, and resolve them independently when possible
Research, verify, and synthesize information from multiple sources, with a strong emphasis on accuracy and completeness
Build and refine simple tools, checklists, templates, or workflows that reduce errors and save time
Learn new software, systems, and processes quickly and use them effectively to improve day-to-day operations
Identify inefficiencies and weaknesses in existing processes and help design practical improvements
Organize Business Records Systematically review and organize approximately 70 years of business records across more than 100 file cabinets—this is structured records work, not general cleanup
Review, categorize, and document records following established guidelines to determine what must be retained, what should be digitized, and what can be securely destroyed
Scan, label, log, and index retained materials for future reference
Handle sensitive, confidential, and historically significant materials with care, discretion, and respect for their organizational importance
Keep Things Running Smoothly Manage calendars, correspondence, and prepare documentation for senior leadership
Prepare, distribute, and archive materials for internal and external meetings
Take clear, accurate notes; track action items; and ensure follow-through
Represent the Organization Well Serve as a reliable point of contact when issues require care or escalation
Help route or resolve sensitive matters, including those involving major donors
Communicate clearly, professionally, and warmly by phone, email, and in writing