AVEDA INSTITUTE Jobs Hiring Now

The Position Description below is intended to describe the general nature and level of work being performed by people assigned to this job. It is not an exhaustive list of responsibilities, and it is subject to changes and exceptions at the discretion of supervisors.

FLSA: Exempt

JOB TITLE: Operations Administrator

DEPARTMENT:

REPORTS TO: Institute Director

Position Summary

Responsible for providing administrative and clerical services in order to ensure effective and efficient operations. Assists and relieves team of administrative and clerical work. Responsible for maintenance of student records. Duties include, but are not limited to phone messaging, arranging travel and meeting agendas/itinerary, preparing reports and financial data, filing, training and other staff as directed, and customer interactions. Must perform many administrative and clerical duties daily. Requires strong organizational skills. Desire to work in a fast-paced environment, with the ability to be flexible. Team player. Must have great customer service skills, excellent verbal, and written communication skills.

Primary Objective

To oversee the operations of student records, including but not limited to institute rosters, attendance, and academics, assisting with student licensure and student retention. In addition, the role takes full responsibility for the implementation of the Student Care policy and driving student retention in the Institute.

Responsibilities:

• Monitor general maintenance of student records and specifically maintain all relevant records associated with the Student Care Program through the various computer programs.
• Plan, host and implement student assemblies, career fairs, and other student/guest related gatherings events through the year.
• Collaborate with Director and Educators to exceed attendance completion rate of 70%
• Maintain student files.
• Time and attendance
• Academic data entry
• Assist with disciplinary/Advising Sessions.
• Graduation documents
• Facilitate licensure applications for all students.
• Maintain records of licensure rate.
• Perform exit interviews and schedule State Board testing
• Handle FAMOS processing
• Follow Placement protocol and exceed benchmark of 75%
• Manage student attendance.
• Supervise the hand scan download.
• Daily communication with educators and students regarding absences
• Update weekly Attendance Tracker and distribute to Director/Educators.
• Maintain/Distribute Institute Roster Report
• Post student hours daily
• Manage/coach attendance exceptions.
• Notify finance of weekly/monthly download completion.
• Keep projects on schedule and coordinate workflow.
• Arrange essential mail in order of priority.
• Handle phone and route call inquiries as needed.
• Coordinate and organize meetings, special events planning. Assists with the coordination of graduations.
• Perform other clerical duties such as scheduling appointments, providing information to callers, taking dictation, composing, and typing routine correspondence.
• Publish new fiscal year rosters, maintain attendance tracker formulas and trouble shooting.
• Work with collections on tracking and clearing students from financial hold for licensure.
• Ensure proper documentation is being collected and maintained for Placement tracking purposes among the student care managers in accordance with NACCAS.
• Audit Admissions files ensuring compliance standards are met for NACCAS yearly reviews.
• Maintain current student files weekly:
• Time and attendance
• Academic data entry
• Disciplinary/Advising Sessions
• Graduation documents
• Plan, host and implement student assemblies, fundraising events, career fairs, and other student/guest related gatherings events through the year.
• Assisting operations managers with ordering supplies
• Assisting with IT services
• Scheduling maintenance services
• Perform other duties as assigned.

General:

• Due to our commitment to the environment, a strong alignment to the Aveda mission is essential.
• Manage purchasing of administrative supplies and student kits.
• Participate in team meetings & adhere to company policies and procedures.
• Adhere to company policies and procedures.

Minimum Requirements:

• Detail oriented
• Excellent verbal & written communication, and strong organization skills.
• Must have good follow-up skills and be very organized.
• Advanced proficiency in Excel preferred.
• Excellent computer skills with Word and Outlook
• Flexible to work evening and weekends for special events.

Supervisory Responsibilities:

There are no supervisory responsibilities for this position.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to handle or feel; reach with hands and arms; talk or hear; and smell. The employee is occasionally required to sit. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move from 10 to 50 pounds, and occasionally lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work is performed in a variety of environments.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.