Artificial Intelligence (AI), Data Cleaning, Data Management, Detail Oriented, Email Management/Administration, Expense Reports, Google Apps, Laptop PC, Logistics, Multiplatform/Cross-Platform, Onboarding, Operational Support, Organizational Skills, Pivot Tables, Process Improvement, Record Keeping, Reporting Dashboards, Salesforce.com, Slack, Spreadsheets, Systems Administration/Management, Team Lead/Manager, Time Management, Training/Teaching
Fredericksburg, Virginia(remote)
Description
MasteryPrep is looking for a highly organized, detail-driven Instructional Operations Coordinator to support the day-to-day engine of our Instructional team. This role exists to keep our instructors, events, and data running smoothly by owning the recurring, process-heavy work that our team depends on every day.
You will be the person who makes sure reports go out on time, instructors are onboarded and supported, schedules and payroll details are accurate, and our data is clean and reliable. By executing these operational tasks effectively, you become the backbone that keeps the whole team moving.
This is a great fit for someone who loves checklists and systems, takes pride in getting the details right, and is excited to use modern tools — including AI assistants like Claude, Gemini, or ChatGPT — to make repetitive processes faster and smarter.
Key Responsibilities
Reporting & Data Management
- 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.
Scheduling, Payroll & Travel Support
- 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.
Onboarding, Offboarding & Credentialing
- 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.
Instructor & Event Support
- 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).
- While this is a fully remote position. Applicants must be physically located in the United States and authorized to work in the U.S.
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.
Benefits
- Employee benefits eligibility (health, disability, AD&D, life insurance).
- Matching 401k
- Paid time off
- Generous paid holidays
- Ability to work fully remote
- Company supplied device/laptop