Administrative Operations Manager 

Posted October 22, 2024

Overview 

The Operations Manager ensures that InnovatePGH functions seamlessly. The Manager will handle all day-to-day operations, correspondence, account payable, and record keeping and ensure that all staff members are enabled to manage their projects. Through their regular and specialized responsibilities, the operations manager plays a vital part in the organization’s effective advancement towards its mission. The Operations Manager reports to the President. 

InnovatePGH is a next-generation public-private partnership accelerating Pittsburgh’s status as a global innovation city. The partnership is powered by a coalition of civic leaders representing Allegheny County, the City of Pittsburgh, the University of Pittsburgh, Carnegie Mellon University, UPMC, the Allegheny Conference, and regional philanthropies.  

Responsibilities  

Executive Support 

  • Manage and prioritize executive schedules, including appointments, meetings, and travel arrangements. 

  • Build a positive rapport with other administrators and office staff to liaise future scheduling needs and other miscellaneous requests 

  • Prepare and distribute meeting agendas, minutes, and follow-up actions. 

  • Conduct research and compile reports, presentations, and other documentation for meetings. 

  • Serve as the primary point of contact for internal and external communications, demonstrating professionalism and discretion. 

  • Assist with project management and coordinate various initiatives across business lines. 

  • Handle confidential information with integrity and maintain a high level of confidentiality. 

General Operations 

  • Oversee the configuration and manage the settings of various online platforms to streamline organizational tools, practices, and policies. 

  • Assist with personnel policy implementation and HR functions. 

  • Manage office supplies and equipment, ensuring a productive work environment. 

  • Keep meticulous records using online and physical filing tools to maintain easy access to expenses, leases, contracts, organizational structure documents, etc. 

  • Organize company events, team-building activities, and executive retreats. 

  • Assist with grant reporting and related records management 

  • Support database and CRM management. 

  • Assist with Avenu Workspaces operations as needed. 

  • Assist with additional projects as assigned by the President. 

Accounting Support 

  • Administer accounts receivable and accounts payable systems; support and manage third-party accounting service providers. 

  • Assist with creating quarterly financial reports. 

  • Support accounting and bookkeeping structures for revenue and expense reports. 

  • Manage the organization’s online financial platforms. 

  • Support Avenu Workspaces billing and receivables. 

Education, Skills + Personal Attributes 

  • High School Diploma or GED required. 

  • Previous, related work experience preferred. 

  • Experience with QuickBooks Online or other accounting portals highly preferred. 

  • Proven history of cultivating strong interpersonal relationships across disparate organizations. 

  • Ability to work in a flexible and fast-paced environment, responding to spontaneous needs of other staff members and balancing quickly changing priorities. 

  • Effective communicator with clear verbal and written communication skills. 

  • Highly organized and proactive in meeting deadlines; capable of creating and keeping their own dynamic schedule. 

  • Excellent knowledge of Microsoft Office programs, particularly Outlook and the Office 365 platform. 

  • Aptitude and desire to learn new skills and online platforms/tools. 

  • High level of self-motivation with a drive to take initiative; willing to solve problems and meet needs before they arise. 

  • Proven ability to be a member of a team, working collaboratively in support of the mission of the initiative. 

  • Passion for Pittsburgh. 

General Information 

  • This position will be based at InnovatePGH’s offices in the Pittsburgh Innovation District; three days in office required. Some local travel is required. 

  • A flexible schedule, including some evening hours, is required. 

  • Salary: $59,000 with competitive benefits. 

Apply 

  • Interested candidates should submit a cover letter and resume to:  apply@innovatepgh.com by November 8, 2024. 

  • InnovatePGH strives to create a diverse, inclusive, and safe work environment. We highly encourage qualified applicants regardless of age, color, creed, disability, gender, gender identity or expression, marital status, national origin, race, religion, sexual orientation, military or veteran status (or any combination of these ore related factors) to submit an application for consideration.