Part-Time Operations & Admissions Director

Mathika; Westwood (MA); Hybrid; USD 39,000 - 55,000; Part time

Job summary

Mathika is seeking an Administrative Director to lead day-to-day operations at our Westwood Center. This part-time role focuses on front and back of house operations, admissions, training, and creating a welcoming learning environment for students, families, and staff.

The right candidate will build systems, manage enrollment pipelines, coordinate events, and collaborate with academic leadership. There is a clear path to transition to full-time within 3–6 months based on performance and

Qualifications

• 3+ years of experience in operations, administration, admissions, education, or related field.
• Strong leadership and people-management experience.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to build and improve systems and processes.

Responsibilities

• Lead day-to-day administrative and operational functions at Mathika Westwood center.
• Provide warm, responsive experience across in-person, phone, and email interactions.
• Develop and improve administrative procedures and systems as the organization grows.
• Own the center's admissions and enrollment pipeline—from consultation requests to enrollment.
• Ensure timely follow-up after family interactions and maintain accurate records.

Skills

Operations leadership

Enrollment management

Project management

Communication skills

Organizational skills

Independent initiative

Cross-functional collaboration

Event planning

Tools

Office software

Job description

The Administrative Director is responsible for leading the day-to-day operations of Mathika and ensuring that our students, families, and staff experience a high-quality, welcoming, and well-run learning environment. This role oversees front and back of house operations, administrative systems and procedures, customer service, facilities and events.

T he Administrative Director also plays a central role in Mathika’s admissions and enrollment pipeline. From managing consultation requests and coordinating prospective-family communications to ensuring strong follow-up, enrollment, and re-enrollment, this person helps ensure that every prospective and current family receives thoughtful, timely, and professional support.

As a growing organization, Mathika needs an operational leader who is comfortable building systems from the ground up, identifying opportunities for improvement, and taking ownership when something needs to get done. This is a highly collaborative role that combines customer experience, admissions, and operational execution. The Administrative Director will serve as a key point of contact for families, staff, vendors, and community partners, and will be an important member of the Mathika team.

This position begins part-time working in person at MATHIKA’s Westwood Center. For a candidate who performs well and demonstrates strong ownership of the role, there is a clear path to transition into a full-time position within approximately 3–6 months. The timing of any transition will depend on performance, organizational needs, and mutual fit.

Part-time

Key Responsibilities

• Lead the day-to-day administrative and operational functions of the Mathika Westwood center, ensuring that the campus runs smoothly, efficiently, and professionally.
• Establish and maintain a warm, welcoming, and highly responsive experience for students and families across in-person, phone, and email interactions.
• Create, implement, document, and continuously improve administrative procedures and systems as Mathika grows.
• Own the center’s admissions and enrollment pipeline, including consultation requests, scheduling, prospective-family communications, follow-up, and enrollment.
• Ensure timely and high-quality follow-up after consultations and other family interactions, with clear accountability for conversion and enrollment outcomes.
• Develop and execute proactive communication campaigns that support enrollment, retention, and re-enrollment.
• Maintain accurate administrative and enrollment records and ensure that information is consistently captured and communicated across teams.
• Work closely with Mathika’s academic leadership to coordinate student placement, enrollment, scheduling, and family communications.
• Plan and execute events and community activities that support student engagement, family relationships, enrollment, and Mathika’s presence in the community.
• Oversee campus facilities, supplies, inventory, purchasing, maintenance, and vendor relationships.
• Identify operational challenges and opportunities, develop solutions, and take ownership of implementation.
• Help establish a strong culture of accountability, responsiveness, and continuous improvement among administrative staff.
• Serve as a primary point of contact for families and community partners and represent Mathika with professionalism and warmth.
• Collaborate closely with Mathika’s leadership team on strategic and operational priorities.
• Step in as a key operational decision-maker when other members of the leadership team are unavailable.

Mathika is an after-school program, so many classes, consultations, family meetings, and events take place during weekday afternoons and evenings and on weekends. The Administrative Director should expect a nontraditional schedule during the academic year.This position begins part-time at approximately 20 hours per week, with compensation of $34 per hour, working at MATHIKA’s Westwood Center. This schedule will spread across 4 - 5 days on site each week, including Saturday mornings. Because this role supports the day-to-day operation of the center, consistent in-person presence is an important part of the position. The specific schedule will be agreed upon before the start date, with coverage aligned to class times and office needs.

The ideal candidate has:

• 3+ years of experience in operations, administration, customer experience, education, admissions, sales, or a related field, with demonstrated leadership or people-management experience.
• Experience managing an admissions, enrollment, sales, or customer pipeline, with a strong track record of follow-through and conversion.
• Exceptional organizational and project-management skills, with the ability to manage multiple priorities without losing sight of details.
• Strong operational judgment and a demonstrated ability to build and improve systems and processes.
• Excellent written, verbal, and interpersonal communication skills.
• A warm, professional, and service-oriented approach to working with families and students.
• The ability to work independently, take initiative, and identify what needs to be done without waiting for direction.
• The ability to communicate effectively across different levels of an organization and manage both up and down.
• A growth and retention mindset, with an understanding that excellent operational execution is an important part of the customer and educational experience.
• Comfort working in a growing organization where systems and processes are continually evolving.
• Strong proficiency with office technology, communication tools, and administrative systems.
• Experience planning and executing events for customers, families, staff, or community members is preferred.
• Experience in education or an interest in mathematics and education is a plus.