Instructional Operations Coordinator

Key Responsibilities

• Pull, format, and distribute recurring evaluation and event reports (daily, weekly, monthly, quarterly, and annual).
• Maintain data trackers, autopull spreadsheets, and dashboards, ensuring accuracy and consistency.
• Clean up and organize evaluation data and prepare it for review by team leaders.
• Enter paper and digital evaluations and keep records up to date.
• Create and manage instructor shifts in scheduling tools and process shift/no-show updates.
• Support bi-weekly payroll preparation by exporting and organizing data.
• Send expense and reporting reminders to instructors.
• Track and reconcile travel and flight credits, and flag savings opportunities.
• Coordinate new-hire onboarding and offboarding tasks, including fingerprinting reminders and record updates.
• Order and issue instructor badges and create virtual classroom/meeting rooms for new instructors.
• Keep instructor certifications and groupings current.
• Serve as a first point of contact for instructor support requests (scheduling, logistics, travel, and platform issues).
• Support program-specific tasks (e.g., rostering, badging, participant emails, and platform setup) on a seasonal basis.
• Process Improvement
• Identify manual, repetitive tasks and find ways to streamline them.
• Use AI tools to speed up reporting, communications, and data work, and to build more efficient workflows over time.

Skills, Knowledge and Expertise Required

• Exceptional organization and attention to detail; you rarely let things slip through the cracks.
• Strong spreadsheet skills (Google Sheets / Excel), including comfort with formulas, sorting, and formatting, and pivot tables.
• Ability to follow documented processes precisely and to manage many recurring deadlines at once.
• Clear, professional written communication.
• Comfort learning and working across multiple software platforms.
• A proactive, dependable, self-directed work style suited to a remote environment.
• Experience with Google Suite (Gmail/Sheets/Calendar).

Preferred

• Experience with tools such as Salesforce, Slack, Asana, scheduling software (e.g., Sling), and video/learning platforms.
• Familiarity using AI assistants to improve efficiency.
• Background in operations, administration, education, or a similar coordination-heavy role.
• Ability to work consistent working hours (CST) and occasional after-hours responsiveness.