Office Specialist

Cybersecurity Institute at Lab Four; Memphis (TN); On-site; USD 42,000 - 54,000; Full time

Job summary

Lab Four seeks an Office Specialist to support financial aid processing, student enrollment, SEVIS management, information sessions, and HR tasks in a fast-paced, on-site role in Memphis. You will coordinate schedules, handle travel, and ensure smooth operations for both US and international students.

The position covers administrative duties from admissions to payroll support, with responsibilities across testing, bookkeeping, and communications for a growing program.

Responsibilities

• On-site and virtual Financial Aid presentations – initial appointments and follow-ups as needed
• Process Financial Aid Applications
• Assist Prospective Students with grant applications (GROWWTH, WIOA, etc.) and loan applications
• Create loan contracts and invoices for loans
• Daily Check-In Meetings for On-Site Career Specialists
• Weekly Enrollment Meetings
• Class Planning and Class Start Confirmation
• Student File Audits (US and International) – ensure complete files before class start
• Class Start Checklists
• New Student Orientation
• Create and Edit Form I-20 for prospective International Students
• Manage Information Sessions for Prospective Students – schedule for in-person and virtual sessions
• Coordinate classroom space and refreshments for in-person sessions
• Ensure completion of Class Exit and Closeout Checklists
• Manage monthly Pre-Closeout and Closeout Meetings
• Add/Train/Remove proctors at Testing Center
• Site closures for holidays or inclement weather
• Back-up during rush times
• Ensure proctors respond to requests from testing companies
• Create and send Offer Letters for On-Site Employees
• Create New Hire Training Agendas for On-Site Employees
• Oversee Orientation and Onboarding for On-Site Employees, including Training Agenda
• Support for managing insurance and 401k enrollment
• Accounts Receivable
• Payroll Support
• Collections
• Student Body and Class Announcements – communicate closures or rescheduling
• Manage Office and Office Supply Inventory
• Manage Schedule and Travel
• Make all Travel Arrangements
• Manage the Director of Operations’ Schedule
• Manage Meeting Schedule / Set up all Meetings in Teams

Job description

Lab Four’s mission is to become a key workforce development partner in three ways: by providing the best possible technology training to help businesses become more successful; providing the skills and credentials necessary for individuals to secure stable employment in a high-demand industry; and partnering with other non-profit organizations to help our community fulfill its vast potential.

As the Office Specialist, you will help us stay organized, solve operational problems, and be efficient in a fast-paced, growing environment.

Responsibilities

• a. Conduct on-site and virtual Financial Aid presentations – both initial appointments and follow-ups as needed
• b. Process Financial Aid Applications
• c. Assist Prospective Students with grant applications (GROWWTH, WIOA, etc.) and loan applications
• d. Create loan contracts and invoices for loans

2. Registration

• a. Daily Check-In Meetings for On-Site Career Specialists
• b. Weekly Enrollment Meetings
• c. Class Planning and Class Start Confirmation
• d. Student File Audits (US and International) - ensure that no Student begins class without a complete file
• e. Class Start Checklists
• f. New Student Orientation

3. Manage SEVIS

• a. Create and Edit Form I-20 as needed for prospective International Students with approved applications

4. Manage Information Sessions for Prospective Students

• a. Manage schedule for both in-person and virtual sessions
• b. Coordinate classroom space and refreshments for in-person sessions
• c. Ensure completion of Class Exit and Closeout Checklists
• d. Manage monthly Pre-Closeout and Closeout Meetings

7. Manage Testing Center

• a. Adding/training and removing proctors
• b. Site closures for holidays or inclement weather
• c. Back-up during rush times
• d. Ensure proctors respond appropriately to any requests for additional information from testing companies

8. Human Resources

• a. Create and send Offer Letters for On-Site Employees
• b. Create New Hire Training Agendas for On-Site Employees
• c. Oversee Orientation and Onboarding for On-Site Employees, including execution of the Training Agenda
• d. Support for managing insurance and 401k enrollment

9. Accounts Receivable

10. Payroll Support

11. Collections

12. Student Body and Class Announcements – Ensure communication to students whenever the office will be closed (holiday, inclement weather, etc.) or if a class session must be cancelled/rescheduled for any reason

13. Manage Office and Office Supply Inventory

14. Manage Schedule and Travel

• a. Make all Travel Arrangements (Personal and Business)
• b. Manage the Director of Operations’ Schedule
• c. Manage Meeting Schedule / Set up all Meetings in Teams