Operations & Office Coordinator

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 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.