Program Support Assistant Jobs in Pittsburgh, PA

Summary

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.

Core Functional Areas

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

Qualifications

• 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

Disclaimer

The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the position described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the position.

Job Description Status

The duties and responsibilities listed in this job description are illustrative ones anticipated for this position. Other duties and responsibilities may be assigned as required. Washington & Jefferson College reserves the right to amend or change this job description to meet the needs of its programs. This job description and any attachments do not constitute or represent a contract.

Application Instructions

Apply for this job at https://washjeff.applicantpro.com/jobs/. Please submit a cover letter and resume. It is recommended that all documents be in PDF format and uploaded at one time. Review of applications will begin immediately.

Employee 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.

Getting to Know W&J

Washington & Jefferson College is the best of both worlds: a small-town college setting in historic Washington, Pa., with easy access to the bustling business and cultural districts of nearby Pittsburgh, Pa. just 30 miles to the north. Founded in 1781, W&J College is a private, residential liberal arts college that is focused on student success. Our dedicated, experienced professors are passionate about teaching and work closely with our students to ensure that they receive a quality, comprehensive education. For more than 200 years, our alumni have influenced change in business, politics, medicine, and the arts and sciences as CEOs, lawyers, doctors, researchers, writers, teachers, and in many other equally worthy professions.

Celebrating Community

Washington & Jefferson College welcomes people of all backgrounds and beliefs who wish to participate in a diverse educational community. The College strives to be a place where all students, faculty, administrators and employees are able to live, study and work in an atmosphere free from bias and harassment. The College encourages civil debate and lively exchange of ideas in the belief that such exchanges promote understanding that will grow beyond simple tolerance of difference to embracing and celebrating the richness of diversity. Our graduates acquire knowledge and learn skills that help them thrive in a culturally diverse world.

Equal Opportunity Employer

Washington & Jefferson College (W&J) complies with all applicable federal, state and local laws and provides equal opportunity in all educational programs and activities, admission of students and conditions of employment for all qualified individuals regardless of race, color, sex, religion, age, disability, sexual orientation, protected veteran status, gender identity, or national origin.