Operations Assistant

The Osher Lifelong Learning Institute (OLLI) at American University offers peer-taught classes, lectures, and other events for approximately 1,600 senior adults in the Washington metropolitan area. Members have a wide range of professional backgrounds and join OLLI for the love of learning.

OPERATIONS ASSISTANT

The Operations Assistant is a key staff position in the OLLI at AU office and is responsible for the daily technology needs of classes.

Essential for this position:

• Proficiency with technology, including basic troubleshooting for laptops, projectors, microphones, etc., with the ability to learn new technology and software, as needed
• 2-year degree required; 4-year degree preferred
• Motivated self-starter, able to work without frequent direction
• Exceptional customer service, making each member feel welcome
• Strong organizational skills
• Ability to effectively multitask in a fast-paced environment with meticulous attention to detail
• Flexibility in adapting to ever-changing needs and deadlines
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Zoom
• Ability to lift and move light to moderately heavy equipment (laptops, projectors, boxes of supplies)
• Good judgement and problem-solving skills for issues that may arise within day-to-day operations
• A team-oriented people-person for this friendly, volunteer-focused organization

The responsibilities are substantially as follows:

Classroom and Technology Support

• Assist with the setup and breakdown of classrooms, including arranging furniture and testing audiovisual and Zoom equipment
• Help prepare and distribute classroom materials (markers, erasers, lanyards, name tents, etc.)
• Provide basic troubleshooting for laptops, projectors, microphones, and Zoom connections during classes and programs
• Maintain an accurate inventory of hardware, software, and classroom supplies, with approval by Operations Manager
• Order software and tech equipment as approved by the Operations Manager
• Serve as a backup Zoom host or monitor as needed for classes or special programs/lectures

Training and Volunteer Coordination

• Assist Operations Manager in scheduling and preparing materials for Study Group Leader, intern, and Virtual Room Monitor (VRM) training sessions
• Attend all training sessions with Operations Manager and assist with maintaining documentation/checklists used for training sessions
• Help update written guides and checklists for using classroom technology and Zoom that is kept in shared K Drive
• Support recruitment and scheduling of interns and VRMs, including maintaining updated contact lists

Database and Administrative Support

• Enter and update class, equipment, and volunteer information in the database
• Generate standard reports under the direction of the Operations Manager or Director of Operations
• Maintain organized electronic and paper files related to operations and technology
• Assist with the preparation of the master session schedule and other operational spreadsheets
• Maintain the digital library of class recordings and documentation associated with it
• Manage the SGL recording request process each academic session and documentation associated with it
• Assist Operations Manager in providing technology information in Notes section of master schedule re: SGL equipment needed to Director of Operations

Front Desk Backup

• Greet and assist guests in the office
• Answer telephones
• Check main OLLI email
• Send out daily Zoom links for classes
• In OLLI database, input registrations, and adds/drops
• Assist in training OLLI interns on answering phones and responding to emails in OLLI inbox

General Office Responsibilities

• Assist other staff with miscellaneous tasks
• Support OLLI special events with room setup, materials preparation, and logistical help
• Participate in weekly staff meetings and assist with occasional projects for the Operations Manager, Director of Operations, or Executive Director
• Attend OLLI special events outside of office hours

Generous benefits package including paid parking, healthcare, vision, dental, and retirement.

Fluent in both spoken and written English