Director of Operations at East West College of the Healing Arts

Portland, Oregon, United States -

Full Time

Start Date

Immediate

Expiry Date

11 Jul, 26

Salary

0.0

Posted On

12 Apr, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Strategic Thinking, Operational Efficiency, Process Improvement, Policy Development, Regulatory Compliance, Contract Management, Data-Informed Decision Making, Team Development, Performance Management, Budget Management, Financial Management, Records Management, Communication, Leadership, Microsoft Office Suite, CRM Systems

Industry

Description

Position Summary The Director of Operations is responsible for the day-to-day operations of Admissions, Continuing Education, and Facilities at East West College of the Healing Arts to support efficient and ethical operations. Core Competencies • Strategic Thinking & Planning • Operational Efficiency & Process Improvement • Policy Development & Regulatory Compliance • Contract Management • Data-Informed Decision Making • Team Development & Performance Management Essential Duties & Responsibilities Admissions Department The Director of Operations provides oversight of the Admissions department, ensuring that recruitment, enrollment, and onboarding practices reflect the College’s standards for excellence and transparency. Lead and evaluate the overall effectiveness of admissions operations, including application pipelines, enrollment workflows, and onboarding procedures; identify and implement improvements to increase conversion rates. Review and maintain quality standards for all admissions communications — including emails, phone scripts, promotional materials, and in-person interactions — ensuring tone and content consistently reflect the College’s welcoming, professional, and authentic voice. Oversee accurate and compliant records management practices in accordance with state, federal, and accreditation requirements; conduct periodic audits to ensure documentation integrity and accessibility. Attend regular Future Start Team meetings; provide guidance, coaching, and accountability to the Dean of Admissions; support cross-departmental coordination between Admissions and Student Services, Financial Aid, and Registration/Registrar. Monitor and analyze enrollment data and trends; prepare summary reports for the Director of School and Oversight Committee; use data to inform recruitment strategy, marketing and staffing decisions. Continuing Education Department The Director of Operations provides oversight of the Continuing Education (CE) program, supporting its growth as a revenue-generating and community-serving arm of the College. Provide direction for CE department operations, including program planning, scheduling, registration, instructor coordination, and post-event reconciliation; ensure processes are documented, standardized, and scalable. Review and approve all CE course and event offerings prior to publication, evaluating content quality, instructor qualifications, pricing, credits, and alignment with accreditation and licensing board standards. Oversee internal and external communications related to Continuing Education, including course announcements, participant correspondence, CE certificates, and marketing materials. Manage and negotiate contracts with CE instructors, workshop facilitators, and outside organizations; ensure agreements include appropriate terms for compensation, fees, liability, and cancellation; maintain organized contract files. Evaluate and report on the effectiveness of CE marketing strategies across email, social media, print, and partnership channels; work with the Marketing Manager to optimize outreach and grow program enrollment. Oversee CE financial workflows including instructor payment calculations, event income tracking, and reconciliation; ensure timely and accurate reporting of CE revenue and expense. Identify opportunities to expand CE program offerings, develop new instructor partnerships, and increase community visibility; present growth recommendations to the Director of School. Collaborate on the development and refinement of CE enrollment policies, including fee structures, waivers, cancellation terms, and student rights disclosures. Facilities & Office Equipment Management The Director of Operations is responsible for maintaining a safe, functional, and well-equipped campus environment that supports the College’s operations. Maintain compliance with all applicable building codes, safety regulations, and accessibility standards; coordinate routine inspections, preventive maintenance, and emergency repairs with facilities vendors. Manage relationships with building management, janitorial services, and other facilities contractors; negotiate service agreements and monitor contractor performance. Develop and maintain an organized system for tracking facilities work orders, equipment warranties, vendor contacts, and lease and maintenance documentation. Serve as the primary internal point of contact for campus safety protocols, emergency preparedness planning, and staff communications related to facility issues or closures. Report flooring, lighting, and plumbing repairs to the landlord in a timely manner and supports coordination of repairs as needed to minimize disruption to campus operations. Manage facilities liability insurance and annual renewals; ensure coverage remains current and appropriate for campus operations. Strategic & Organizational Leadership Strategic & Organizational Leadership The following reflects shared responsibilities across all directors at East West College. Directors work in partnership with one another as a leadership team to meet these objectives collectively. Participate as an active member of the Oversight Committee, contributing to strategic planning, institutional assessment, and governance decision-making alongside fellow directors. Support and develop direct reports through clear performance expectations, regular check-ins, and formal evaluations; contribute to a culture of staff growth and accountability across the College. Model the College’s core values in all interactions; contribute to a collaborative, solutions-oriented culture across departments. Identify and communicate process improvements within areas of responsibility that increase efficiency, reduce costs, or improve the student and staff experience. Maintain consistent and timely communication with fellow directors and staff to ensure alignment on operational matters, policy changes, and institutional initiatives. Qualifications Education Bachelor’s degree in Business Administration, Organizational Management, Higher Education Administration, or a related field required. Master’s degree or equivalent advanced professional experience preferred. Experience Minimum five (5) years of progressive operations management experience in spa or massage clinic setting, with at least two (2) years in a supervisory or director-level role. Experience in a vocational school, post-secondary institution, or similarly regulated educational environment strongly preferred. Demonstrated experience managing multiple departments or functional areas simultaneously. Proven track record of budget management, policy development, and process improvement. Knowledge, Skills & Abilities Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and student information or CRM systems (e.g., Populi). Strong understanding of financial management principles, including budget development, accounts receivable, and reporting. Excellent written and verbal communication skills, with the ability to adapt style and tone for diverse audiences including students, staff, vendors, and regulatory bodies. High degree of professional judgment, discretion, and integrity in handling sensitive personnel, financial, and student information. Demonstrated ability to build trust, navigate conflict constructively, and lead through change. Familiarity with Oregon workforce and employment laws a plus. Working Conditions This is an on-site position based at East West College’s campus in Portland, Oregon. The standard schedule is Monday through Friday during normal business hours, with occasional evening or weekend availability required to support CE events, institutional deadlines, or emergency situations. The role involves extended periods of computer and desk work, frequent verbal and written communication, and periodic campus walkthroughs to assess facilities. Equal Opportunity Employer East West College of the Healing Arts is an equal opportunity employer committed to creating an inclusive environment where all qualified applicants receive consideration for employment regardless of gender identity, sexual orientation, race, color, religion, creed, national origin, ancestry, age, veteran status, or disability. Location Portland, Oregon Department Director Employment Type Part Time (24 hours/week or more) Minimum Experience Experienced Compensation Salaried DOE

Responsibilities

The Director of Operations oversees the daily functions of the Admissions, Continuing Education, and Facilities departments to ensure efficient and ethical operations. They are responsible for strategic planning, team leadership, regulatory compliance, and managing financial workflows across these functional areas.