Job Description - Operations Assistant (Front Desk/Student Services)
Reports To: Director of Operations
Location: Clearwater, FL
Schedule: Full-time (40 hours/week)
Pay Rate: $20.00/hr (W2)
Status: Accepting Candidates
Job: [[[JobOrder:542480:Operations Assistant]]]
Position Summary
The Operations Assistant supports daily administrative and front-desk operations to ensure a professional, efficient, and welcoming environment for visitors, students, employees, and business associates. This role requires discretion, strong judgment, a service-first mindset, and the ability to manage multiple priorities while maintaining confidentiality and operational standards.
Essential Duties & Responsibilities
Operational Support & Professional Standards
- Ensure all areas of company operations are conducted in a professional manner.
- Model the highest standards of ethics, decorum, dress, and conduct across the organization.
- Maintain strict confidentiality of all information (written and verbal).
- Exercise clear, mature judgment in interactions with employees, students, visitors, and business associates.
- Help formulate and improve policies and procedures to strengthen operational controls and efficiencies.
- Establish and maintain systems for follow-up and accountability.
- Attend professional seminars/meetings as appropriate to support ongoing growth.
Telephones & Front Desk Coverage
- Answer and route calls using an eight-line phone system.
- Ensure front desk and phones are always covered by a coworker before leaving the area for any reason.
Visitor Management
- Greet and assist visitors; facilitate sign-in procedures.
- Provide basic hosting support (e.g., directions such as restroom guidance).
Student Services (Administrative + Payments)
- Conduct financial transactions (cash, check, credit card) including:
- Book sales
- Device sales
- Tuition payments
Update and print class census reports for each class start. Print class materials for instructors upon request. Track and account for required student forms, including:
- Student Emergency Contact
- Student Badge Access
- Vehicle Registration
- Device Signing
- Device Use Agreement
Distribute parking registration stickers. Track and account for device serial numbers. Support device warranty questions/claims. Assist students with copying and faxing as appropriate.
Postage / Shipping
- Weigh outgoing mail and apply correct postage using USPS, FedEx, and UPS.
- Deploy outgoing mail daily around 3:00-4:00 PM.
- Log all postage activity in the appropriate Excel spreadsheet tab.
- Ensure outgoing mail/overnight packages are processed in a timely manner.
Test Center Support
- Assist students and outside testers with test scheduling.
- Proctor exams as needed.
- Support administrative duties for the Test Center as assigned.
Administrative & Cross-Functional Support
- Route incoming faxes to staff via email distribution.
- Assist employees with printing/faxing as needed.
- Notify employees of package arrivals.
- Regularly update Greetly.
- Support Admissions with student orientation, including registration fee collection and handbook printing.
- Support Career Services with career fairs (resume printing, company bio booklet printing, escorting employers to tables).
- Support Marketing with printing needs (graduation programs, student resource guides, employee bios).
- Assist with minor facilities-related tasks (e.g., catering coordination).
- Assist with emergency procedures, including reporting, evacuating, and accounting for all persons.
- Abide by company policy for operation of the bookstore.
- Perform other duties as assigned.
Personal Responsibilities & Attributes
- Report to work on time and work assigned hours reliably.
- Maintain a pleasant, professional, teamwork-oriented attitude and appearance.
- Demonstrate initiative, enthusiasm, efficiency, and willingness to learn.
- Demonstrate excellent communication skills.
- Use effective time management and report time management as required.
- Consistently lead by example that customer satisfaction is the highest priority.
- Dress/Safety Requirement: Must wear close-toed shoes.
Required Education & Experience
- High School Diploma or GED required.
- Telephone experience recommended.
- Computer skills required:
- Strong knowledge of Microsoft Office
- Basic internet proficiency
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