Administrative Manager

Art of Problem Solving; Santa Clara (CA); On-site; USD 68,580 - 83,820; Full time

Benefits offered by this job

Medical, Dental and Vision plans

401k with company match

PTO Plan

Relocation bonus

Job summary

AoPS Academy in Santa Clara, California seeks an Administrative Manager to lead a Front Desk team and oversee campus operations, admissions workflows, and event planning for customers and staff.

The role is full-time year-round, with nontraditional evening/weekend hours during the academic year and a competitive starting salary of $76,200, plus healthcare, 401k, PTO, and relocation bonus.

Qualifications

• 1-2 years experience as an AoPS 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 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

Responsibilities

• 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

Skills

Operational leadership

People management

Customer service excellence

Communication skills

Process improvement

Event planning

Admissions pipeline

Education

Some college education

Tools

Office software

Job description

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.

This position includes a competitive starting salary of $76,200.

• 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.

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.