Operations Administrator: Job Description

The Andrew W. Mellon Foundation ("Foundation") is a not-for-profit, grantmaking organization that seeks to strengthen, promote, and defend the centrality of the humanities and the arts to human flourishing and to the well-being of diverse, fair, and democratic societies.  It makes grants in four core program areas (higher education and scholarship in the humanities; arts and cultural heritage; scholarly communications; and international higher education and strategic projects).  The Foundation seeks an operations administrator to the Office of the Executive Vice President, Chief Operating Officer, General Counsel & Secretary ("COO").


We are seeking a thoughtful, conscientious, experienced, and congenial operations administrator with well-honed communication competencies (verbal and written), organizational skills, high levels of proficiency with information systems, databases, and common technology products, and excellent judgment.  The work is detail-oriented and time-sensitive, and the operations administrator will need to be adaptable, timely, and measured in manner, sensitive both to the priorities established by the department and to the circumstances of the moment.

Position Details

The operations administrator is a full-time position that reports to the COO and works collaboratively with the COO's team of lawyers and grant management, grant accounting, and data management staff, as well as staff throughout the Foundation.  Among varied responsibilities, the operations administrator:

  • Tracks and helps manage projects, working both independently and as part of a team
  • Participates in system-related projects and implementations, such as contract management system
  • Stays abreast proactively of work deadlines and schedules
  • Maintains and updates the office filing system, including implementing an electronic filing system
  • Supports grant management processes, including informing workflow improvements, and managing and organizing workflows and communications for agreements with grantees
  • Maintains, updates, and tracks documents in contract management system, including inputting metadata and generating reports
  • Participates in assembly of the quarterly grant docket materials and with recordkeeping in grant management system
  • Assists with travel and meeting preparation, including planning and coordination of Board meetings and preparing visualizations for presentations
  • Assists in the preparation of correspondence, memoranda, agreements, charts, tables, and presentations, including typing, formatting, and proofreading documents
  • Answers phones and organizes, prioritizes, and directs large volumes of information and calls
  • Maintains good professional contact with external parties
  • Prepares expense reports and manages and tracks expenses and invoices
  • Covers responsibilities of the COO's Senior Executive Assistant as needed

Required Skills and Experience

The successful candidates will have the following qualifications:

  • Excellent knowledge of information systems and office administration procedures as well as proficiency in Microsoft Office applications
  • Tech-savvy, power user with the ability to learn new information systems and applications quickly and to train team in new systems and applications
  • A high level of communicative and interpersonal skills, and the ability to handle sensitive and confidential matters; position continually requires demonstrated poise, tact, sound judgment and diplomacy
  • Strong organization and planning skills; project management experience a plus
  • Relentless attention to detail in composing, typing and proofing materials, and establishing priorities and meeting deadlines
  • The ability to manage multiple projects and interruptions with ease
  • An eye for process improvement
  • A strong and proven work ethic, high level of energy, and outstanding organization skills
  • Analytic ability to gather and summarize data
  • A bachelor's degree and 5–7 years operational and/or administrative experience

The Foundation is an equal opportunity employer that offers a competitive salary, outstanding benefits, and excellent working conditions.

Contact Information

Candidates should apply by submitting a thoughtful cover letter describing fit for the position together with a resume to:  Operations Administrator.  We will consider each response carefully, but contact only those individuals we feel are most qualified for the position.