Operations and Administration Associate (part-time)

Title: Operations and Administration Associate

Part-Time, Hourly (20 Hours per week)

Reporting To: Director of Operations and Administration 

Salary Range: $27-38 per hour

Direct Reports: None

Position Overview

Greater Greater Washington (GGWash) is hiring a part-time Operations and Administration Associate to help administer and guide a diverse range of functions to support the smooth operations of this small nonprofit organization.

This position is the right fit for an organized, detail-oriented professional with some prior administrative, customer-support, or operations experience. They enjoy connecting with people and helping small organizations run well. They’d work closely with GGWash’s Director of Operations and Administration, ensuring day-to-day operations are cared for. They would optimize the Executive Director’s calendar, ensuring efficient use of time and smooth coordination of meetings, events, and travel, while creating a positive first impression for everyone interacting with GGWash.

We encourage those who can bring a diverse perspective to our organization and our work, in terms of race, socioeconomic status, geographic diversity, sexual orientation, or gender identity, to apply. 

Responsibilities

The Operations and Administration team is responsible for wide-ranging needs at GGWash. This position can be adapted, to a certain degree, based on the skills and interests of the right candidate. Responsibilities generally include the following:

Administration and Office Management (40% of time)

• Represent the Executive Director and GGWash to various stakeholders, ensuring all communication is handled promptly and professionally
• Manage the Executive Director’s schedule, prioritizing meetings and ensuring optimal time utilization
• Administer board-related tasks including scheduling quarterly committee and board meetings, maintaining up-to-date records about board members and committees, and taking minutes in meetings
• Help maintain accurate, orderly system of organizational file management (physical and virtual files)
• Help administer Information Technology and telecommunications systems, including computers, Google Workspace, phone, Zoom, password management system, and other equipment and software, to ensure team is well-equipped to succeed
• Coordinate catering and logistics for occasional all-staff and/or board meetings

Administration of Advertising Program (10% of time)

• Support advertising and job listing customer relationships with care and timeliness, including fielding inquiries from potential customers, developing insertion orders, maintaining communications with current customers, and generating advertising reports
• Fulfill advertising orders using Broadstreet, an ad management platform
• Help identify and pursue opportunities to increase advertising and career board revenue

Finance (15% of time)

• Track financial transaction details, including but not limited to, incoming checks and outgoing expense reimbursements
• Process accounts receivable and accounts payable
• Coordinate signature collection from all relevant parties involved in contracts
• Monitor contract dates and set up reminders to ensure timely action on renewals or terminations or payables and receivables
• Work closely with the Director of Operations and Administration and external Controller to ensure timely closing of month books

Human Resources (10% of time)

• Research human resource questions, improvements to benefits, employee handbook updates, and other human resource matters that arise
• Onboard new contractors in Justworks PEO, as needed
• Make sure staff timesheets are completed in a timely fashion

Other duties (5% of time)

• Assist on-site with occasional in-person special events (for example, set-up and take-down)
• Engage in cross-organizational projects and processes as required
• Participate in weekly staff meeting
• Perform other related duties as assigned

Required Competencies

You should consider applying if you meet at least 80% of the below competencies and qualifications.

• You are exceptionally organized and detail-oriented, with a strong commitment to professionalism, teamwork, and integrity
• You have a high degree of comfort with computer software and technology
• You have the ability to prioritize tasks, meet deadlines, and adjust schedules as needed
• You are responsive, communicate clearly and directly, work effectively with others, and build positive professional relationships with colleagues and external stakeholders
• You have strong written and verbal communication skills, including experience with a variety of professional communications, such as business correspondence or customer service
• You understand the importance of discretion in dealing with confidential or sensitive information
• You have experience managing “up” and “sideways” to facilitate priorities and deliverables and support organizational processes and policies
   

Preferred Qualifications

• Demonstrated competency in one of more of these areas: nonprofit administration, bookkeeping, human resources, and/or project management
• Demonstrated experience managing executive-level schedules
• Interest in GGWash’s mission and work
• Experience working with Quickbooks Online or other financial software
• High proficiency with Google Workspace, and familiarity with Every Action or other CRM software and Asana or other project management platforms
• Experience in administering advertising programs

Salary and Benefits

This is a part-time (approximately 20 hours/week) position with compensation from $27 - $38 per hour, depending on experience.

Greater Greater Washington offers a comprehensive suite of benefits for this position, including employer-sponsored health, dental, and vision insurance with employer contribution; an employer-matched 401(k) plan (up to 3%); a transit commuter benefit; and cell phone subsidy. Paid time off includes: up to 80 hours per year for vacation on an accrual basis, up to 80 hours per year for sick leave, numerous holidays, winter break, and other forms of leave, including an optional paid sabbatical after five years of employment. All benefits are subject to the terms and conditions in the applicable plan documents and/or Greater Greater Washington’s employee handbook and other policies, as modified from time to time.

Work Environment

At this time, GGWash has a flexible, hybrid work environment, with some in-person work required at the GGWash office in the Navy Yard neighborhood of Washington, DC. Access to a car is not required.

The specific schedule for this position will be determined in collaboration with the Director of Operations and Administration. Work hours are generally between 9:00am and 5:00pm, with occasional weekends or evenings for special events.

About Greater Greater Washington

Greater Greater Washington is a nonprofit organization that works to advance racial, economic, and environmental justice in land use, transportation, and housing throughout Greater Washington. 

Our work builds civic capacity and moves the needle on important issues, in service of a broader vision of a dense, growing Washington region with an abundant supply of quality housing, attainable at all income levels, and a regional transportation network that prioritizes the needs of underserved users and makes it safe and easy to travel without a car. We work in support of public processes, plans, and policymaking that embrace both our responsibility to care for people we don’t know personally and the need for cities to be shared among people who are here now and who will come in the future.

To Apply

Email a cover letter that specifies why you feel this is a great position for you and your resume to jobs@ggwash.org with “Operations and Administration Associate” in the subject line. In your email or cover letter, please indicate how you heard about this position. Applications will be accepted through 11:59 pm on Tuesday, May 20, 2025. Please note: Due to this position’s access to sensitive information, an offer of employment will be contingent upon successful completion of a background check.

Please direct any questions about the position to Sandy Lawrence at slawrence [at] ggwash.org.

Greater Greater Washington provides equal employment opportunities to all applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, military status, marital status, or disability.