Operations & Administrative Assistant

Student U is a nonprofit dedicated to creating a more equitable education system, so that every student in Durham can succeed. As a result of structural racism, poverty and other systemic injustices, we acknowledge that first-generation college-bound students face significant personal and institutional obstacles to educational success. We want to change the odds for students in our community.

We empower and equip first-generation college students in Durham Public Schools, their families, and educators to become the leaders that will transform our city. Our approach combines three main elements: Our whole-families approach to college access and success programming, our operation of the W.G. Pearson Center in east Durham, and our role in developing and sharing our education best practices to change systems. Our strategic partnerships help parents and students develop the skills they need to shape their futures—in school, at work, and in their communities. Our community shares their knowledge with their peers, advocates for themselves and their classmates, and celebrates our collective achievements as we learn and grow.

Together, we are creating a Durham where all students succeed.

Employees at Student U believe all students can achieve greatness. Together, through intentional staff collaboration and community partnerships, we work tirelessly to make the fearless dreams of our community come true.

Position Proposition And Value

The Operations and Administrative Assistant plays a critical role in ensuring a welcoming, organized, and safe environment at the W.G. Pearson Center while providing vital support to the development, logistics, finance, and programming departments. This role is an in-person role and will oversee front desk reception and visitor management, support donor engagement efforts, manage building operations systems, coordinate events, and assist in maintaining accurate and timely data in our systems.

This is a dynamic and highly collaborative position ideal for someone who is detail-oriented, organized, people-focused, and thrives in a fast-paced nonprofit setting.

Responsibilities

Office + Event Rentals Coordination:

• Develop a strong understanding of The W.G. Pearson Center's purpose and goals to manage events and activities within the building responsibly, schedule them effectively, and market them effectively.
• Maintain the room reservation system and update the reservation system to ensure the availability of all building spaces is visible and accurate at all times.
• At the end of events, ensure that all areas are left clean and organized, and verify that rental supplies are available and in good working condition.
• Receive and respond promptly to all event and programming rental requests, including communicating pricing, providing tours, drafting agreements, handling invoicing, and managing day-of logistics, including troubleshooting problems that may arise.
• Be actively involved and advocate for our building and space within the community through networking.
• Responsible for managing clerical duties and front desk responsibilities, including collecting and distributing mail, overseeing the breakroom, maintaining office supplies, and providing administrative support as needed to ensure smooth office operations.
  
  

Facilities Support

• Vendor Management: Connect with external vendors for facility-related services (e.g., cleaning, maintenance, repairs). Obtain quotes, complete contracts, and oversee vendor performance to ensure the delivery of high-quality service.
• Partner Communication: Maintain constant communication with partner organizations to understand their service needs within the building. Proactively address concerns and ensure a high level of satisfaction.
• Service Needs Assessment: Regularly assess the building's service needs, identify areas for improvement, and outline necessary actions. Collaborate with the Facilities Manager to prioritize and address these needs
• Building Guidelines and Safety: Connect with the Facilities Manager to stay informed about building guidelines and safety policies. Ensure all activities within the building comply with these standards.
  
  

Executive & Leadership Team Support

• Manage Executive Director’s calendar, scheduling meetings and appointments with internal and external stakeholders.
• Track and schedule donor and partner meetings, prepare meeting briefs and track next steps.
• Monitor partner emails (cc’d on key threads) to ensure follow-up and continuity.
• Provide administrative support for board and committee meetings, including scheduling, materials, and logistics.
• Assist in planning and setup for staff retreats, organization-wide meetings, and large community events.
• Perform other duties as assigned.
  
  

Donor Engagement & Advancement Support

• Coordinate logistics for donor and fundraising events in collaboration with the Advancement Team.
• Lead execution of donor mailings and appeals: pulling mailing lists, printing letters, stuffing and mailing.
• Enter and update donor interactions and meeting notes into CRM systems (Salesforce).
• Track and organize in-kind donations; assist in researching and securing new in-kind partners.
• Ensure timely sending of donor thank-you notes and acknowledgements.
  
  

Data Entry & Financial Documentation

• Support end-of-year data entry efforts to digitize financial documents such as check requests, uploaded receipts, and transaction records.
• Help maintain accurate and detailed records in QuickBooks Online (QBO), including cleaning entries and uploading required backup documentation.
  
  

Qualifications And Requirements

• 2+ years of experience in an administrative, operations, or donor-facing support role.
• Exceptional organizational and multitasking skills; comfortable juggling multiple systems and priorities.
• Strong communication and interpersonal skills—warm, welcoming, and detail-focused.
• Comfortable with technology and systems such as Salesforce, HubSpot, QuickBooks Online, and Microsoft Office/Google Suite.
• Ability to maintain confidentiality, work independently, and take initiative.
• Commitment to Student U’s mission and values, and to equity, inclusion, and student-centered work.
  
  

Preferred Skills (Not Required)

• Experience in building operations or nonprofit facility management.
• Background working with donors, volunteers, or community stakeholders.
• Spanish language proficiency.