Explorers Operations Assistant - After school program

Job Description

At Avenues, learning is a continuous journey that extends beyond the classroom walls. Our Explorers programs—spanning dynamic afterschool activities, immersive camps and global trips — are where students stretch their boundaries and discover new passions. We are seeking an Explorers Operations Assistant to be the operational backbone and welcoming presence of this essential program.

WHAT YOU WILL DO

1. Operational & Administrative Excellence

• Maintain and update critical operational spreadsheets and enrollment trackers for afterschool programs, private classes, and camps. You will handle online registrations and class enrollments with absolute precision.

• Craft and dispatch clear, engaging communications to our community via Veracross and other internal channels.

• Master our internal administrative workflows, from processing purchase requests in Protheus to managing contracts and documentation via DocuSign.

• Support the onboarding of new partners and external staff by coordinating with internal teams, ensuring all travel, partner documentation, and safeguarding training processes are fully compliant.

2. Program Logistics & Student Flow

• Support the logistical jigsaw puzzle of camps, holiday courses, and off-campus trips, preparing printed materials and resources ahead of time.

• Monitor daily schedules, classroom locations, and student transitions. You will ensure students are exactly where they need to be, safely and on time.

• Ground the Explorers Hub area by organizing materials, directing students, and serving as the go-to operational point of contact during on-campus activities and off-campus trips.

3. Family & Partner Engagement

• Serve as a trusted point of contact for families, handling questions regarding registrations, cancellations, payments, and logistics with deep professionalism and warmth.

• Maintain steady, clear communication with external instructors and partners, keeping them informed of daily occurrences and collaborating to solve operational challenges on the fly.

• Support the department's financial health by monitoring payments, tracking student updates (such as trial classes), and executing necessary financial follow-ups.

Note: This is a 2-month temporary position covering a leave of absence.

Qualifications

WHAT YOU'LL BRING

You bring all or most of the following:

• You are able to communicate clearly, warmly, and professionally in both Portuguese and English, across both verbal and written channels.

• You have a sharp eye for detail and the ability to manage multiple logistical processes simultaneously without breaking a sweat. You love a clean spreadsheet and an organized system.

• You learn new platforms quickly and feel confident navigating database systems (experience with Veracross, Protheus, or DocuSign is a great advantage).

• You approach student supervision with deep care, responsibility, and professionalism, ensuring their safety and happiness is always the priority.

Additional Information

Avenues is deeply committed to diversity, equity and inclusion throughout our organization. We strive to uphold a culture in which every colleague feels that they belong, are trusted, and are valued. We welcome applications from candidates of all backgrounds, and strongly encourage candidates from traditionally underrepresented communities or groups to apply. Avenues offers competitive compensation and a generous benefits package. 

Avenues upholds the highest standards for safeguarding the physical and emotional wellbeing of children. As an essential aspect of this commitment, all offers are contingent upon successful completion of careful reference and background checks. 

Avenues is deeply committed to diversity, equity and inclusion throughout our organization. We strive to uphold a culture in which every colleague feels that they belong, are trusted, and are valued. We welcome applications from candidates of all backgrounds, and strongly encourage candidates from traditionally underrepresented communities or groups to apply. Avenues offers competitive compensation and a generous benefits package. 

Avenues upholds the highest standards for safeguarding the physical and emotional wellbeing of children. As an essential aspect of this commitment, all offers are contingent upon successful completion of careful reference and background checks.