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Operations Administration Associate

4 months ago

Westford, United States Carnegie Full time

About Carnegie:

For more than 35 years, Carnegie has been a leader and innovator in higher education marketing and enrollment strategy. We believe that genuine human connection is the key to capturing attention and building affinity. Our core philosophy fuses the principles of human psychology with marketing and enrollment innovation; we measure and then market to a student’s unique behaviors and motivators to create deep connection and real conversation.


You Should Join Us

We’re a fast-growing and innovative company, set apart by our incredible people. We’re a supportive, fun-loving group with diverse interests and talents. In addition to getting to work with fantastic people and do work you love, here are some items you can list in your “pros” column:

  • Private health / dental / vision.
  • 401(k) with company match.
  • Generous holiday and PTO package.
  • Flexible work environment (remote, in-office, and hybrid roles).
  • Half-day summer Fridays.
  • Fun company events and laid-back culture.
  • Opportunities for advancement.
  • Industry exposure and professional development.
  • Growing company with a family feel.
  • Entrepreneurial approach and spirit.


Job Purpose:

The Operations Administration Associate facilitates and optimizes operational efficiency through meticulous administrative support and coordination within the Operations division.


Duties and Responsibilities:

Task Management, Project Management, and Administrative Support

What this looks like

  • Complete assigned tasks on time; take initiative to find answers to questions or sticking points such that the task is still completed prior to the deadline. Demonstrate ability to work efficiently.
  • Add value by identifying opportunities for increased automation or efficiency and providing feedback on processes as needed.
  • Provide oversight of small to medium assigned projects, following outlined processes.
  • Demonstrate excellent communication skills; fosters exceptional collaboration within project team

Forms this may take (non-exclusive)

Company event and conference support:

  • Act as the company’s shipping point of contact for delivery of internal and external packages
  • Organize conference supplies, materials, and displays, including ensuring delivery and returns
  • Track attendee registrations for Carnegie-hosted conferences and manage inbound attendee communication, coordination with Finance for payment, and live event preparations
  • Support all-company and team-specific events (virtual and in-person) through logistic management and coordination with external vendors, ensuring clear expectations are communicated and met
  • Maintain Carnegie - Training & Events calendar; ensure accuracy of all-company call agenda and notes
  • Support new hire onboarding logistics in Asana and Google calendar

Data collection/management and research:

  • Review expense report submissions, evaluate for policy adherence and accuracy, and communicate with employees about policy missteps as needed
  • Maintain bookkeeping of travel expenses for client billing and revenue tracking
  • Log expenses into company’s budget management platform(s) for client invoicing
  • Perform miscellaneous research and data collection as needed

Employee recognition and engagement support:

  • Manage inventory and shipping of employee tenure gifts
  • Participate in and support company activities, including helping to execute virtual events and programs throughout the year to support employee engagement
  • Manage the company’s participation recognition administration, including list management and year-end selection of raffle winners

Hardware administration:

  • Provide support to IT/HR for computer inventory, create shipping labels, track returning computers, track computer donations, report on inventory status

Operations communications support:

  • Sort email communications sent to ops@carengiehighered.com and distribute to appropriate task boards in Asana project management software; assign to appropriate Ops leader

Continuous Learning

  • Stays up-to-date on Business Operations trends, strategies, and technology


Knowledge/Skills/Abilities:

  • “Can-do” attitude with unwavering ethics and a willingness to help others
  • Exceptional relationship-building skills, cultural competency, and ability to communicate effectively with diverse groups of people and roles
  • Willingness to embrace relational nuances, own personal mistakes, be empathetic, address conflicts directly and transparently, and commit to self-reflection and self-betterment
  • Ability to work independently and proactively to support a growing and diverse company
  • Strong administrative skills, including MS Office Suite and/or Google Suite
  • Ability to manage multiple tasks and prioritize as needed, including being able to pivot to new projects as requested
  • Effective communication and time management skills for a remote work environment as well as the ability to use/learn multiple technology platforms and switch between them on a regular basis
  • Must be able to work at a computer for prolonged periods
  • Must have a valid driver's license and reliable personal vehicle for use in running administrative errands
  • Must be able to work hybrid: split weekly schedule between remote work and in office from the Westford, MA location


Credentials and Experience:

  • High school diploma
  • Previous administrative experience preferred but not necessary