Operations & Member Experience Coordinator at Washington & Jefferson College in Washington, PA, USA

Job description

• The Operations & Member Administrative Coordinator is a full-time, on-site position responsible for supporting Ignite's coworking space operations while also providing administrative and coordination support to the Director of Operations and Engagement.
• The role is intentionally flexible. Responsibilities vary week to week based on programming cycles, events, member needs, and operational priorities. The position serves as both a front-facing support role and a behind-the-scenes administrative resource.

Responsibilities

• Coworking & Member Support
• Serve as a primary point of contact for members, guests, and walk-ins
• Support member onboarding and offboarding, including tours, paperwork, access credentials, mailboxes, and lockers
• Assist with coworking memberships, rentals, and conference room scheduling
• Support membership and rental payment processing, including tracking payments and maintaining accurate internal records
• Assist with reconciliation of membership and rental payments by updating tracking spreadsheets and coordinating with the Director of Operations and Engagement and Business Office as needed
• Respond to routine member questions and requests in person, by phone, and via email
• Maintain accurate member records, access lists, and internal tracking documents
• Support a professional, organized, and welcoming coworking environment
• Operations & Facility Support
• Assist with daily operational needs of the Ignite facility
• Monitor and help manage inventory of office supplies, coffee/snacks, paper, and toner
• Coordinate or report facility, IT, and maintenance issues (internet outages, printer issues, cleaning, repairs)
• Support internal and member communications related to building issues, closures, emergencies, or events
• Assist with updates to operational documents such as house rules, handbooks, and procedures
• Administrative Support to Director of Operations and Engagement
• Provide direct administrative and coordination support to the Director of Operations and Engagement
• Assist with managing email, phone inquiries, and required follow-up
• Schedule meetings, consultations, tours, and space reservations
• Track RSVPs, attendance, and follow-up for events and programs
• Support data entry, spreadsheet maintenance, and shared drive organization
• Assist with preparation of materials, lists, and logistics for programs, meetings, and events
• Help manage calendars, deadlines, and task tracking
• Events & Program Support
• Provide logistical and administrative support for Ignite events and programs
• Assist with registrations, check-in, materials preparation, and follow-up
• Support program-related administrative tasks as assigned
• Reporting & Supervision
• Reports directly to the Director of Operations and Engagement
• Works closely with Ignite leadership and staff as needed
• Does not have supervisory responsibilities, except giving direction to the interns

Requirements

• High School diploma required
• Bachelor's in business or related field preferred
• Proficient in Microsoft Office Suite
• Ability to positively interact with campus employees and community members
• Good spelling and grammar skills, telephone manners, and organizational skills
• Conscientious, dependable, and flexible
• Excellent time management skills
• Maintain discretion and confidentiality

Skills

Required

• Proficient in Microsoft Office Suite
• Conscientious, dependable, and flexible
• Excellent time management skills
• Maintain discretion and confidentiality

Benefits

• Washington & Jefferson College offers a comprehensive benefit package for benefit eligible employees; including health, vision, and dental coverage, group life insurance, AD&D and LTD coverage, retirement plan, generous leave time, and the tuition benefit programs. These benefits add significantly to the employee's total compensation package.