Administrative Assistant / Operations Associate

Full-time, year round position to start August 3, 2026, or soon after. Benefits include single health, dental and vision at no cost, IPERS retirement system, generous leaves including vacation.

Apply at https://www.applitrack.com/GrantwoodAEA/onlineapp/default.aspx?Category=Support Staff/Hourly

This position functions in a dual capacity to ensure both the high-level operational success of the Creative Services Department and the efficient secretarial support of general agency functions. The staff member provides leadership in technical production and studio logistics, and performs essential office functions and secretarial support for assigned agency departments.

Qualifications

• Education: High school graduate (required); two-year degree preferred.
• Experience: Three (3) years of related work experience preferred.

• Technical: Proficiency in Google Workspace, marketing tools.

  
  Primary Role: Operations Associate (Creative Services focus)

• Collaborative Leadership: Leads the lamination and finishing process for all incoming print jobs (including large format) and assumes shared responsibility with the creative team to achieve program goals.
• Daily Studio Logistics: Oversees the daily opening and technical setup of the Creative Studio; ensures all order tickets, packing slips, and completed jobs are accurately processed for delivery.
• Process Improvement: Uses critical thinking to solve problems and improve workflows, such as maintaining the Studio Procedure Manual and coordinating with purchasing regarding pricing fluctuations.
• Marketing & Distribution: Utilizes marketing tools to advertise studio services through flyers and websites to ensure external and internal clients are aware of available resources.

• Information Flow: Acts as the primary point of contact for customer inquiries regarding Creative Services.

  
  Secondary Role: Administrative Assistant (Agency focus)

• Secretarial Support: Prepares, types, and proofreads correspondence, forms, texts, and reports for the assigned department to ensure professional accuracy.
• Agency Logistics: Processes mailings to local districts and other agencies.
• General Record Keeping: Maintains specific departmental records such as employment calendars and leave forms.
• Office Functions: Performs general office functions to ensure the efficient operation of the assigned department beyond the creative studio.

Overlapping Essential Functions

These tasks are performed consistently across both roles to support overall agency efficiency.

• Communication: Responds to and initiates telephone, e-mail, and facsimile communications with internal and external clients. Handles information in a confidential manner as appropriate.
• Financial & Purchasing: Manages the administrative lifecycle of supplies by researching, reviewing, and entering Purchase Orders (POs) and maintaining accurate records of deposits and billing data.
• Task & Calendar Management: Monitors and prioritizes tasks with minimal supervision, including managing daily and monthly appointment calendars for staff and specialized areas like the Traveling Creative Studio.
• File Maintenance: Develops and maintains organized files and databases (contact lists, departmental records) in a confidential manner.
• Performs other duties as assigned consistent with the responsibilities of the position.

Knowledge, Skills, and Abilities

• Communication: Ability to articulate ideas clearly and maintain effective working relationships across diverse professional contexts.
• Technical Integration: Skillful in integrating current information technology into daily workflows and adapting to emerging tools.
• Problem Solving: Ability to interpret complex documents, apply mathematical concepts, and analyze how individual processes impact overall outcomes.
• Professional Image: Ability to convey a positive and professional image to staff and the public while maintaining strict confidentiality.

Physical Requirements

• Physical Stamina: Ability to perform routine activities (bending, climbing, standing, walking) including periods of increased physical demand.
• Lifting Capacity: Ability to safely lift and carry up to 50 pounds.
• Manual Dexterity: Sufficient motor skills to operate standard office and production equipment, including computers, scanners, printers, and telephone systems.