Administrative Manager
Art of Problem SolvingSanta Clara, California, United States · Posted 1 month agoDescription
The Administrative Manager is responsible for managing a team of Front Desk Associates and all front and back of house processes and procedures to ensure a high quality of customer service and administrative work, and the smooth running of the campus. This includes playing a key role in the campus's admissions pipeline — from managing consultation request queues and follow-up communications to driving conversion and re-enrollment — ensuring no prospective or current family falls through the cracks. From hiring, training, and coaching part-time employees, to implementing and iterating on campus procedures and systems, the Administrative Manager is a key operational leader on the Academy team. Additionally, the Administrative Manager serves as a point-of-contact internally between campus staff and externally with customers and community partners and is the go-to campus decision maker in the event that Directors are unavailable. This role is a full-time, year-round position which includes the academic year and summer.
The Administrative Manager will:
- Interview, hire, train, develop, and manage a team of Front Desk Associates.
- Ensure and execute exemplary customer service delivery via phone, in-person, and email correspondence.
- Create, implement, improve, and document procedures and administrative systems for efficient campus operations.
- Take inventory and place purchasing orders.
- Oversee maintenance and repair of campus facilities, sourcing and coordinating with vendors and collaborating with the HQ Operations team as needed.
- Plan, organize, and run campus events for customers and staff that support campus enrollments and retention.
- Play a key role in the campus's admissions and enrollment pipeline: manage consultation request queues end-to-end, ensure timely and high-quality follow-up after every consultation, hold Front Desk Associates accountable for their share of follow-up outreach, and adjust intake processes with the Director team to meet demand.
- Drive conversion, retention, and re-enrollment through proactive, well-executed email and phone campaigns, treating follow-through as a measurable outcome, not an afterthought.
The ideal candidate has:
- 1-2 years experience as an Art of Problem Solving Academy Front Desk Associate or 2+ years of customer service and administrative experience that includes people management
- Some postsecondary education preferred
- Ability to work independently and collaboratively
- Strong operational leadership skills, including ownership of administrative and customer service procedures and processes
- Strong task and time management skills
- Commitment to achieving organizational consistency and efficiency
- Ability to expertly manage up and down the chain
- Ability to cultivate a warm, welcoming work environment and positive culture for staff and customers
- Growth and retention mindset
- Exceptional interpersonal, written, and verbal communication expertise
- Experience with event planning for customers and/or staff
- Proficiency with office technology and equipment
- Preferred: Experience managing an admissions, sales, or enrollment pipeline, with a track record of strong follow-up and conversion
Work Schedule
Since AoPS Academy is an after-school program, most of our classes and family meetings occur during the evenings and on weekends. As such, it's expected that full-time campus staff work a nontraditional schedule during the academic year. During the summer, Administrative Managers typically shift to a more standard Monday to Friday work schedule.
Benefits
The hiring range for this position is $76,200 – $78,669. Here are some things you can look forward to:
- Impact: Opportunity to work closely with motivated students, develop leadership and management experience, work with a team of passionate educators in pursuit of our shared mission.
- Culture: Work and collaborate with an organization filled with builders and life-long learners who strive to discover, inspire, and train the great problem solvers of the next generation
- Benefits: Multiple options for Medical, Dental and Vision plans
- Future Planning: 401k with company match
- Quality of Life: PTO Plan and supportive leadership
- Ease of Transition: Relocation bonus for candidates living outside the greater area.
About AoPS Academy
AoPS Academy is a year-round educational enrichment program.
Since 1993, AoPS has prepared hundreds of thousands of students for college and career success through engaging curriculum, expert online instruction, and local, in-person academies.
AoPS Academy is a program of Art of Problem Solving, a global leader in K–12 advanced education. AoPS Academy brings the AoPS methodology to small live physical and virtual classrooms. We offer a world-class curriculum in math, science, and language arts for students in grades 1-12, seeking to build an environment where exploration meets challenge right in your local neighborhood. Students learn in small classes led by accomplished instructors and collaborate with a peer group who share their passion for learning. We have opened twelve centers across the nation since 2016 and are still growing!
Please note that in order to be considered for this position you must be legally authorized to work in the US. We are unable to offer sponsorship, including STEM-OPT and H-1B.
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