Academic Operation Specialist, Hybrid

🌍Hybrid Academic Operations Specialist

📍 Primarily On-site in Buenos Aires, Argentina, Remote-flexibility (Spring only) | Verto Education
🔗 Learn more about us:
https://vertoeducation.org

🌍 About Verto

Verto is on a mission to provide the best possible start to college. We make travel and experiential education a core part of the first year, enabling students to begin their academic journey overseas before transferring to one of 70+ partner universities in the United States.

We are building a more accessible, more impactful model of higher education. We are a fast-growing, mission-driven organisation creating transformational global experiences.

The Academic Affairs Department directs and executes all academic activities related to the student experience with a focus on teaching and learning, academic operations, and academic technology. Academic Affairs is the core of what we deliver at Verto - a high-quality experience for students to have a collegiate experience, both inside and outside of the classroom.

✨ About the Role

This position supports the onsite implementation of academic operational processes, local academic technology, and supports teaching and learning experiences and academic programming.

This position provides onsite support for the smooth and efficient implementation of academic operations and academic technology at the study center. This role provides assistance to academic leadership and faculty onsite, coordinating classroom resources, streamlining academic processes, organizing experiential learning, and supporting academic staff in key projects and priorities.

This position is a Hybrid role, with fully in-person responsibilities for Academic Operations onsite (July-December) and hybrid or remote Academic Operations responsibilities (January-June).

🚀 What You’ll Be Doing

Academic Operation Specialist Responsibilities (All Year, primarily in-person July-December)

• Faculty & Classroom Support
  • Provide general administrative support to academic staff and faculty
  • Create and maintain faculty email distribution lists and support faculty communications.
  • Set up and arrange lab spaces and classrooms to support course-specific teaching and learning needs.
  • Assist faculty in preparing course materials (printing hand-outs, worksheets, quizzes, etc.)
  • Assist faculty in recording and reporting placement exams or first-week course assessments, attending classes, and recording results.
  • Assist faculty in developing, obtaining and/or printing course materials, ensuring privacy for quizzes and tests.
  • Maintain class attendance records as needed. Assist in collecting documentation, creating attendance records, and data input into appropriate reporting systems related to course attendance.
• Experiential Learning & Labs
  • Assist faculty with STEM lab spaces and safety protocols. Conduct regular lab inventory audits and assist in space cleaning and maintenance between lab sessions.
  • Maintain records of all lab safety training (faculty, staff, and students) and monitor safety compliance.
  • Coordinate experiential learning activities, working with faculty to identify and document planned visits, schedule visits, purchase tickets, and ensure minimal duplication of events across courses and faculty.
  • Organize and participate in relevant experiential learning activities or excursions as needed, or lead students to/from planned sites.
  • Document visits and prepare reporting as appropriate.
• Learning Support Services & Tutoring
  • Organize local tutoring spaces and schedules.
  • Support alternative testing and proctoring for individual students with academic accommodations, monitor and manage spaces as needed for accommodations. Manage proctoring schedule, communicate with faculty and students, ensure relevant materials are available, and monitor spaces following faculty directions.
  • Support faculty and staff in encouraging and tracking student attendance at tutoring/proctoring sessions.
  • Coordinate tutoring availability, training, and ensure tutoring materials are available.
• Academic Operations & Technology
  • Assist faculty, staff, and students in navigating the Learning Management System (LMS), e-textbook platforms, and other academic technology platforms, working closely with AAHQ to ensure streamlined access and operational efficiency.
  • Follow articulated processes for academic operations and academic technology in collaboration with AAHQ and local leaders.
  • Review and track company-wide and local calendars, and work with local academic leadership to meet academic deadlines.
  • Support the auditing of local course syllabi and Canvas sites, and make periodic administrative updates to materials for assigned courses.
  • Support faculty and academic leadership in organizing relevant academic data to support course registration or changes needed due to student placement (e.g., Spanish or Math placement exams), flagging specific cases to ensure student success staff have up-to-date reports.
  • Assist with key academic operations prior to student arrival, such as course setup in the LMS, and ensuring student and faculty access to online resources.
  • Be familiar with all academic technology and systems and how students and faculty navigate Canvas, Cengage, etc., to provide end-user support.
• Academic Inventory & Course Materials
  • Gather and prepare digital and printed course resources in collaboration with faculty (e.g., printing workbooks, handouts, additional support texts or readings, videos, etc.)
  • Coordinate textbook and library resources, creating a standard inventory and a ‘check-out’ system to track faculty and students loaning resources.
  • Work with faculty and program staff to coordinate any requests for ordering necessary academic supplies for classrooms, labs, technology, or specific activities during the semester.
  • Update and print materials related to local academic events, tutoring, or other academic technology and operations as needed.
• Assist Academic / Program Leadership and Global Team Support
  • Support faculty recruitment and hiring practices, collect and help update CVs, gather faculty-specific materials for credentialing, background checks, etc., and assist AAHQ with faculty onboarding and offboarding.
  • Support academic HQ and onsite academic staff with ad-hoc academic priorities and administrative tasks as needed.
  • Assist in faculty outreach and track faculty availability for scheduling, activities, and meetings.
  • Support basic administrative tasks, including data entry, documentation, and reporting, and other tasks as assigned.
  • Assist in preparing student data and reporting for scheduling audits.
  • Attend academic, local, and global team meetings, as needed. Attend company-wide meetings.
  • Assist in opening/closing the study center, providing reception coverage, and other location-specific duties.
  • Maintain faculty workspace, coordinate faculty meetings and office hour schedules, or provide other space or scheduling support as needed.
  • Assist program leadership in organizing, clearing, and preparing the facility for students, visitors, site visits, etc.

Hybrid HQ Support (January-June)

• General Academic Operations support: Assist Academic headquarters (AAHQ) with global academic operations processes and procedures, complete projects as needed.
• Assist with Course Selection, Schedule Building/Audits, and/or Add/Drop or other academic operations functions or academic events in the study center location, if needed.
• Document Management: Update and prepare documentation for the upcoming academic year, updating relevant policies, processes, and protocols documentation.
• Transcript evaluation: Work with the HQ Registrar in the review of student records and student eligibility evaluations.
• Pre-Departure Events: Assist in pre-departure academic support as directed by the HQ team. Prepare information and attend pre-departure events, student/family-facing academic sessions, office hours, student advising, or other pre-departure events and activities, as needed.
• Academic Operations Ticket System and Email Monitoring: Contribute to the team monitoring, management, and resolution of Academic Operations Tickets. Monitor and respond to HQ group email or advising system needs, as appropriate.
• Student Records and Eligibility Data: Update Salesforce records with student academic eligibility information, prepare reports for Registrar and HQ staff as needed.
• Salesforce: Data entry and review in Salesforce, which may include auditing and updating course and program records.

Hybrid Expectations:

This position is considered a hybrid role that includes remote and in-person work; hours and schedule varies by term.

• July - December is onsite Academic Operations, which is fully in-person in a Verto program location and follows the established local staffing schedule, which may vary to accommodate program needs in the fall semester. Must be legally authorized to work in-country at time of hire. No visa sponsorship provided.
• Jan - June is US Headquarters Academic Operations and will require hours/schedule adjustment to overlap with US Business Hours, which may include hybrid in-person work at the Verto program location and remote work hours when supporting HQ only.

🧠 What We’re Looking For

Must-Have:

• Bachelors degree required
• Two years of professional experience in higher education or study abroad administration
• Strong attention to detail and excellent organizational skills
• Cross-cultural communication skills, fluent in English

Nice-to-have

• 2 years experience working in US study abroad or US university strongly preferred
• Ability to navigate working onsite in an office environment and collaborating virtually with remote team members throughout the year
• Experience working with first-year college students
• Fluent/Advanced proficiency in local language for non-English speaking locations
• Confident with Google Workspace and Microsoft Office (Excel, reporting, docs)
• Project management experience and training in project management software, such as Asana.
• A systematic approach to your work, with an ability to scale work for maximum effectiveness and efficiency.
• Experience working with faculty in an academic setting.
• Attitude of continuous improvement and bias toward action and progress, eager to identify efficiencies and opportunities to systematize operations and practices.

🌱 Why Join Verto?
The below are for full-time Employees in the United States (benefits for international staff benefits vary by location and meet or exceed local standards)

• 🌍 Be part of a mission-driven organisation reimagining higher education
• ✈️ Work in a globally-minded, international environment
• 📚 Exposure to cross-functional teams (academics, operations, student life)
• 🚀 Opportunity to grow in a fast-moving, impact-driven organisation

Even if you don’t meet 100% of the above qualifications, you should still seriously consider applying. Studies show that you can still be considered for a role if you meet just 50% of the role’s requirements.

💲Compensation
At Verto, base salary is one part of your total compensation package.

Final base pay will depend on your location (aligned to Verto’s compensation regions), as well as your experience, skills, and relevant qualifications. Your recruiter/hiring manager can share the specific range for your location during the hiring process.

⚖️ Right to Work
You must have the legal right to work in Buenos Aires, Argentina. Verto Education is unable to sponsor visas for this role.

♿ Accessibility & Accommodations

Verto is committed to providing reasonable accommodations to candidates with disabilities. If you require support during the recruitment process, please let us know.

🔐 Data Privacy

By applying for this role, you acknowledge that Verto Education will process your personal data for recruitment purposes. This includes assessing your application, communicating with you, and managing the hiring process. Your data will be handled in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR) where applicable.

🌈 Equal Opportunity Employer

Verto Education is an equal opportunity employer. We are committed to building an inclusive and diverse workplace and welcome applications from all qualified candidates. We do not discriminate on the basis of any protected characteristic, including race, religion or belief, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by applicable law.