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.

What You’ll Do

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
  
  

What We Care About

We do not require a college degree. We care about how you think and how you work.

This Role Is a Strong Fit If You

• 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
  
  

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
  
  

Practical Requirements (Non-Negotiable)

• 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
  
  

Schedule, Pay & Benefits

• $25-$30 per hour, based on experience
• Flexible schedule, between 15 and 40 hours per week
• Initially hiring on a project basis as an hourly, non-exempt employee; no benefits or paid time off beyond what is required by the Allegheny County Paid Sick Leave Ordinance and the City of Pittsburgh Paid Sick Days Act
• This role is expected to evolve as the team grows, with the possibility of Regular Part-Time or Full-Time employment after six months
  
  

Required Cover Letter

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.

Equal Employment Opportunity

WQED Multimedia is a fair and equal employer, providing access and opportunities to all applicants without regard to race, color, creed, religious beliefs, gender, gender identity, self expression, sexual orientation, marital status, age, national origin, ethnicity, ancestry, citizenship, disability, medical condition, pregnancy, veteran status, membership in the uniformed services, genetic information, or any other basis protected by applicable law and as directed by the Equal Employment Opportunity Commission. WQED Multimedia provides equitable consideration for employment for qualified applicants with criminal histories in a manner consistent with relevant legal requirements. Qualified applicants with a disability or disabled veterans who are unable or limited in their ability to apply (as a result of their disability) have the right to request reasonable accommodation by emailing careers@WQED.org.