Operations Administrator

Job Title: Operations Administrator

Department: Student Care

Reports To: Institute Director

FLSA Status: Exempt

Position Summary

The Operations Administrator plays a critical role in supporting the administrative functions of the Institute, ensuring the smooth execution of processes across Admissions, Financial Aid, Student Care, and Institute Leadership. This role also serves as Manager on Duty (MOD), contributing to daily operations such as opening/closing the building, problem-solving, and providing support across all departments.

This dynamic position requires strong organizational skills, excellent communication, and a passion for working in a fast-paced, team-oriented environment. Candidates should possess a service-minded attitude, attention to detail, and the ability to manage multiple priorities with efficiency and professionalism.

Key Responsibilities

Administrative & Clerical Support

• Provide clerical and operational assistance across all departments, ensuring efficient internal processes.
• Maintain and audit student records related to attendance, academics, and licensure using internal systems.
• Assist with academic data entry, time tracking, and graduation documentation.
• Coordinate daily communication with educators and students regarding attendance and updates.
• Support student advising, exit interviews, and licensure application tracking.

Operations & Oversight

• Fulfill Manager on Duty responsibilities, including building opening/closing and onsite leadership support.
• Monitor and update Institute rosters, attendance tracking, and hand scan data.
• Collaborate with the Director and Educators to meet/exceed benchmarks such as 70% attendance and 75% placement completion.
• Coordinate scheduling of meetings, graduations, and special events.
• Support IT, facilities, and ordering of supplies as needed.

Compliance & Reporting

• Ensure timely submission of attendance reports, licensure tracking, and financial documentation.
• Support the admissions team by auditing incoming student files for compliance.

Minimum Qualifications

• Highly detail-oriented with strong organizational and follow-up skills.
• Excellent written and verbal communication.
• Proficient in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Ability to manage shifting priorities and multitask in a fast-paced environment.
• Flexibility to work evenings and weekends during special events.

Additional Information

Work Environment

This position involves working in a diverse and engaging environment that includes time on the clinic floor, in offices, and event spaces. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Physical Requirements

Frequently stands, walks, and uses hands.

Occasionally lifts up to 50 pounds.

Occasionally sits and uses close vision, color perception, and depth perception.

Supervisory Responsibilities

This role does not currently have direct supervisory responsibilities.

Our Commitment

As part of our commitment to environmental responsibility and community wellness, we seek team members who align with the Aveda mission and value purpose-driven work.