Operations Associate

The Operations Associate plays a key role in ensuring smooth day-to-day operations and customer service for Rethinking Schools. This position provides high-quality customer support via phone, email, and the organization’s website, handling inquiries, processing orders, troubleshooting issues, and maintaining accurate database records. The role also involves managing the organization’s central database, processing returns and site licenses, and generating reports on book buyers, donors, and subscribers. Additionally, this position supports administrative tasks such as processing invoices, scheduling meetings and events, and assisting the Executive Director and other staff with special projects.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

Operations

• Provide quality support to customers and others who come in contact via the website or phone.  Receive customer calls and emails during work hours.  Handle issues and complaints in a timely and professional way.
• Dispatch customer orders, ensure all orders are correct, and dispatch individual phone purchases and purchase orders. 
• “Own” the Rethinking Schools central database, ensuring it holds complete, accurate, and updated information.  Manually enter information when needed, look up information for customers, staff, and editors, and clean the database as needed.
• Help process book returns and issue credit memos.
• Process site licenses.
• Create and run various reports on book buyers, subscribers, donors, etc.
• Provide regular reports (accounting, membership data, donor information, event registration etc.) to staff.
• Support in filling out administrative paperwork, such as vendor invoices.
• Troubleshoot administrative problems and research to find solutions.
• Support in scheduling meetings and events. 
• Provide occasional conference and event support, including preparing and mailing books and other materials, and assisting with on-site setup and breakdown.
• Provide specialized support to the Executive Director and other staff on special projects as needed.

Editorial Support

• Send complimentary magazine copies to authors, editors, artists, and resource listings.
• Assist in the flow and accuracy of permissions and invoices for artists and authors in collaboration with the Managing Editor.
• Assist in new book production.
  • Set up new products with fulfillment house.
  • Update fulfillment house on production timelines for publications & promos.
  • Obtain barcodes, ISBN numbers, and Library of Congress numbers for all new titles.
  • Maintain regular communication with book project manager.
  • Work with Managing Editor on magazine production and fulfillment.
  • Supply completed online version of the magazine to all digital platforms.
  • Work with Managing Editor to ensure magazine goes live on the website.
  • Act as liaison to Disticor, Ebsco, Ingram, Redshelf, and Vitalsource in collaboration with Deputy Director, Operations & Administration.  

EXPERIENCES & SKILLS:

• At least 2-3 years of experience in operations, customer service, administrative support, or a related role.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent customer service and communication skills (phone, email, and in-person).
• Experience handling databases and CRM systems; ability to input, manage, and analyze data accurately.
• Familiarity with e-commerce order processing and fulfillment systems.
• Experience with invoicing, processing returns, and handling credit memos.
• Salesforce experience not required, but is a plus. 

OTHER QUALITIES:

• Unwavering commitment to social justice, and especially to racial, gender, economic, cultural, and environmental justice. 
• Detail-oriented, proactive, and able to work independently while collaborating with a small team.

We recognize that women and people of color may be less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don’t believe you meet every one of the qualifications described.RS is an equal opportunity employer. We value a diverse workforce and an inclusive culture. The organization encourages applications from all qualified individuals, regardless of race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status, or record of arrest or conviction.

Essential Functions: 

• Ability to lift and carry boxes weighing up to 40 lbs.
• Load, unload, and transport materials, equipment, and supplies for conference setup and breakdown.
• Assist with arranging tables, chairs, and other event materials.

Location

In-person with the opportunity to be hybrid. Rethinking Schools’ office is located in Milwaukee (West Allis) and the position will be based locally in Milwaukee. 

Occasional out-of-state travel may be required (approximately 1-2 times per year).

Work Environment

If you require accommodations due to mobility or accessibility needs, please let us know, and we will work to provide reasonable accommodations.

Salary and Benefits

Part-time; up to 24 hours per week

Hourly rate: $22-$27/hour, based on experience 

Part-time employees working 20 hours or more per week are eligible on a pro-rated basis for salary, health, vision, dental and other insurance, paid leave time, holidays, vacation days, bereavement leave, and the Simplified Employee Pension program.