Operations Assistant - Dorothy A. Johnson Center for Philanthropy

The Operations Assistant provides high-level administrative support primarily to the Dorothy A. Johnson Center for Philanthropy’s (Johnson Center) leadership, including the Executive Director and program directors, as well as to center staff, ensuring smooth daily operations and effective coordination across teams. This role manages complex calendars, initiates correspondence, prepares contracts, and coordinates logistics for travel, programs, and events. In addition to direct responsibility for supporting the Executive Director, this position supports program directors with administrative needs, project coordination, and tracking deliverables, enabling them to focus on strategic initiatives and program outcomes. This position requires exceptional judgement and professionalism as it serves as a primary point of contact for internal and external stakeholders. This role must handle confidential information with discretion and savvy and take initiative to ensure timely follow-up on priorities. Superb organizational skills, attention to detail, and the ability to anticipate and act on needs are essential for success in this role.

This position has the opportunity to be hybrid and schedules would be worked out at the time of hire.

Job Classification & Benefits:

C4 Level. Minimum starting wage of $22.04 per hour.

Comprehensive benefits package including medical, vision, dental, life insurance, generous employer retirement contributions, wellness resources and tuition waiver effective on date of hire.

Essential Functions:

• Performs administrative work of a confidential nature for the Executive Director and Johnson Center program directors. This support includes scheduling and managing calendars, writing correspondence, coordinating complex meeting agendas and notes, editing and proofreading correspondence and reports, and fulfilling office operational responsibilities.
• Develops, prepares, and/or composes responses to memos and correspondence requiring research, judgment, and discretion; routinely writes, edits and submits materials for internal/external communications.
• Tracks deadlines, action items, and project timelines for self and others to ensure follow-through on priorities for proposals, contracts, grants, projects, and meetings.
• Provides administrative support for Johnson Center programs.
• Assists with logistical aspects of special events and programs including food, facilities, materials, media services, marketing and external contracts.
• Provides pre-call and in-call coordination and support for Zoom meetings and online courses.
• Maintains the Johnson Center’s client relationship management software (Salesforce) as a “Super User.” Working with the project management team, develops internal system standards and processes for client management within Salesforce, and keeps the system updated for accuracy. Tracks, manages, and reports funding prospects and projects by opportunity in Salesforce. Trains staff in using Salesforce.
• Assists in managing the department hiring processes to ensure timely recruitment and hiring for the Johnson Center’s positions by serving as the search chair assistant for all Johnson Center searches. Schedules interviews, manages the internal hiring system (Workday), and participates in administrative onboarding of new staff.
• Conducts on a recurring basis self-initiated or program director-initiated reports and projects for analysis. Reports may include time tracking, budgets, and status updates. Proactively investigates any unusual items in the reports.
• Makes travel arrangements for department staff within stated budgets and timeframes.
• Works directly with program directors to prepare proposals and contracts for external clients for both long-term and short-term projects.
• Maintains, processes and manipulates data on a personal computer using word processing, database, and spreadsheet applications. Learns and uses new technologies to improve processes.
• Other related duties as assigned.

Preferred Qualifications:

• Bachelor’s degree.
• Possesses the necessary knowledge and skills to carry out the essential functions of the position.
• Five or more years of administrative work experience with progressive responsibility.
• Excellent organizational, research, writing, and communications skills to develop relationships with internal and external customers and to understand and recognize their support requirements.
• Organized, detail-oriented, and able to work independently, establish priorities, organize work, and maintain performance under pressure and with multiple conflicting deadlines.
• Ability to speak comfortably in public settings, both in person and on online platforms such as Zoom.
• Demonstrated commitment to inclusion, diversity, equity, and access, inc