We are seeking a Online Program Operations Specialist to support the daily academic and administrative operations of an online vocational/healthcare education program. This role ensures smooth cohort launches, consistent LMS setup, quality assurance across courses, and accurate student operations management.
The ideal candidate is organized, highly detail-oriented, tech-savvy, proactive, and experienced with Canvas LMS or similar platforms. Experience in healthcare or vocational education is a plus.
Core Responsibilities & Task Breakdown
- Learning Management System (Canvas)
- Set up new courses in Canvas (modules, assignments, quizzes, gradebook)
- Upload syllabi, videos, exams, and learning materials
- Copy/update course shells for new cohorts
- Enroll students and instructors
- Configure permissions, due dates, and visibility settings
- Run QA checks before cohort launch
- Troubleshoot basic student login/access issues
Quality Assurance & Compliance
- Perform weekly course audits for completeness and accuracy
- Ensure required documents are uploaded (syllabus, calendar, disclosures)
- Monitor attendance logs and student completion rates
- Verify exam eligibility and progression tracking
- Maintain digital compliance folders
- Conduct checklist-based program reviews before cohort start dates
Enrollment & Student Operations
- Track onboarding requirements (ID, payment, funding approval, vaccine records)
- Monitor scholarship/funding documentation submissions
- Send onboarding reminders to students
- Maintain and update student trackers (Google Sheets / Airtable / CRM)
- Coordinate exam scheduling reminders
- Follow up on missing documentation or requirements
Reporting & Administrative Support
- Prepare weekly enrollment & completion reports
- Track KPIs (enrollment, retention, certification pass rates)
- Update internal job board postings
- Assist with instructor scheduling
- Manage shared operations inbox
- Support general administrative tasks as needed
Ideal Candidate Qualifications
Required / Preferred Skills
- Experience with Canvas LMS (highly preferred)
- Strong attention to detail and accuracy
- Experience working with U.S-based teams or clients
- Excellent written and verbal English
- Strong critical thinking skills
- Comfortable following SOPs and detailed checklists
- Proficiency in Google Workspace & Microsoft Office
Nice to Have
Experience in healthcare, vocational training, or online education
Familiarity with CRMs or student information systems
Experience supporting student operations or academic coordination
