Operations Assistant

What you'd do

• Assist PM of Operations with the preparation of accurate and professional reports, summaries, tables, charts, and basic visualizations to support program monitoring, sponsor requirements, and leadership decision-making-.
• Enter, verify, and maintain training participation, attendance, completion, and scheduling data across designated CWEP systems; perform routine quality checks to identify and resolve errors, duplicates, or missing information.
• Create, update, and manage training sessions within designated systems, including user accounts, rosters, schedules, and session metadata for both regularly scheduled and ad hoc trainings.
• Maintain data documentation, including file naming- conventions, data dictionaries, and standard operating procedure (SOP) checklists, to promote consistency, audit readiness, and continuity of operations.
• Provide frontline technical support to training participants and instructors related to learning management systems (LMS) and registration platforms, including navigation, access issues, attendance verification, and completion records.
• Respond to technical support requests and tickets in a timely, professional manner; follow up with users via email, phone, or video conference as appropriate to ensure resolution.
• Administer LMS and registration systems within assigned permissions by creating user accounts, managing enrollments, updating session information, and archiving records as directed.
• Document system issues, collect relevant artifacts (e.g., screenshots or logs), and escalate unresolved issues to appropriate technical staff with clear context.
• Draft and maintain short job aids or micro-guides (e.g., accessing certificates, verifying attendance) for participant and instructor use, pending supervisory approval.
• Ensure all participant and training data are handled in accordance with confidentiality, privacy, retention, and sponsor requirements.

What they want

• Associate’s degree in data management, information systems, higher education administration, operations, human services, social work, or a related field; OR
• High school diploma with 2+ years of relevant experience in data entry, record maintenance, reporting, or related administrative/coordination roles.
• Valid driver’s license or evidence of access to reliable transportation.
• Demonstrated ability to maintain a high level of attention to detail while handling sensitive or confidential information in accordance with established policies and requirements.
• Proficiency with Microsoft 365 applications, including Excel (data entry, basic analysis, and formatting), Outlook, and Teams, to support reporting, communication, and collaboration.
• Strong organizational skills, with the ability to manage multiple tasks, maintain orderly records, and meet deadlines in a structured, process-driven environment.
• Effective written and verbal communication skills, including the ability to provide clear guidance, produce understandable data summaries, and respond professionally to inquiries.
• Customer service skills and responsiveness when supporting training participants, instructors, and internal partners.
• Ability to present information clearly using basic tables, charts, or summaries to support decision-making and continuous quality improvement.
• Professional judgment and discretion in applying policies, handling data, and responding to participant and stakeholder needs.