The Role
The Faculty Operations Lead supports the Head of Learning Operations by owning the day-to-day setup, administration, and continuous upkeep of Faculty's operational framework, currently anchored in ClickUp. This role exists to translate the operating model the Head of Learning Operations defines into a working, well-maintained system that the Faculty team can rely on daily.
This is an execution-focused role rather than a strategic one. The Faculty Operations Lead is accountable for building and maintaining the operational infrastructure - spaces, lists, workflows, automations, dashboards, and reporting views - and for keeping it accurate, current, and easy for the team to use. Task-level and structural decisions about how the framework should evolve remain with the Head of Learning Operations; the Faculty Operations Lead is responsible for turning those decisions into reality and flagging where the system isn't working as intended.
The incumbent works closely with the Head of Learning Operations on a daily basis, and interfaces with Faculty and adjacent teams to ensure operational processes are followed, documentation stays current, and recurring administrative and coordination tasks are handled reliably and on time.
Key Responsibilities
Operational Framework Setup & Management
- ClickUp Administration: Build, configure, and maintain Faculty's ClickUp spaces, folders, lists, custom fields, statuses, and automations in line with the operating model defined by the Head of Learning Operations.
- System Upkeep: Keep the operational framework accurate and current - closing gaps, fixing broken workflows, and updating structures as Faculty's processes evolve.
- Dashboards & Views: Build and maintain ClickUp dashboards and views that give the Head of Learning Operations and Faculty visibility into workload, status, and bottlenecks.
- Template & Process Documentation: Create and maintain templates, checklists, and process documentation so operational processes are consistent and repeatable across the team.
People Management
- Line Management: Directly line manage a team providing clear day-to-day direction and holding them accountable to defined standards and deadlines.
- Performance & Coaching: Conduct regular check-ins and performance conversations with direct reports, coaching them on process, tool use, and delivery quality, and addressing underperformance early and directly.
- Workload & Capacity Management: Allocate and balance day-to-day workload across the team, adjusting as priorities shift, and flagging capacity constraints to the Head of Learning Operations.
- Onboarding & Development: Own the onboarding of new direct reports and contractors into Faculty's operational systems and ways of working, and support their ongoing development.
- Escalation: Handle first-line performance, conduct, or capacity issues within the team, escalating to the Head of Learning Operations only where senior input or a compliance matter is required.
Process & Workflow Administration
- Day-to-Day Coordination: Own the daily running of operational processes - task allocation tracking, status follow-ups, and ensuring deadlines and handovers are met.
- Workflow Troubleshooting: Identify where a process or workflow is causing friction for the team and raise or resolve it, escalating structural issues to the Head of Learning Operations.
- Onboarding Support: Support the setup of new team members within the operational framework, including ClickUp access and orientation to Faculty's ways of working.
Reporting & Data Support
- Reporting Support: Pull, format, and maintain recurring reports and trackers that feed into the Head of Learning Operations' reporting cadence to leadership.
- Data Hygiene: Monitor data quality within ClickUp and other operational systems, correcting inconsistencies and flagging recurring data issues.
Compliance & Documentation Support
- Compliance Administration: Support Faculty's academic compliance processes - assessment irregularities, learner excusals, and related reporting - by maintaining accurate, audit-ready records within the operational framework.
- Accreditation & Moderation Support: Assist with the administrative workflow around moderation submissions and accreditation deadlines, ensuring documentation is complete and submitted on time.
Cross-Functional Coordination
- Stakeholder Liaison: Act as a day-to-day point of contact for Faculty and adjacent teams on operational and process questions, escalating to the Head of Learning Operations where needed.
- Meeting & Cadence Support: Support the coordination of Faculty's recurring meetings and reporting rhythms, including agenda preparation and follow-up tracking.
Requirements and Experience
Educational Background
- A relevant tertiary qualification (Diploma or Bachelor's degree) in Business, Operations, or a related field is preferred; demonstrated operational experience will be considered in place of formal qualifications.
Experience
- 2-4 years of experience in an operations, process administration, project coordination, or similar support role, ideally within an ed-tech, online, or blended education environment.
- Strong, hands-on proficiency in ClickUp (or a comparable project/work management platform) is essential, including building and maintaining workflows, automations, and dashboards.
- Experience building or maintaining operational systems, templates, or documentation from the ground up.
- Comfortable working independently on day-to-day execution within a lean, fixed-term contracting structure.
- Experience supporting compliance-related administration or reporting processes is advantageous.
Personal Skills, Attributes & Competencies
Skills and Attributes
- Process-Driven: Naturally organised, with a strong eye for detail and a preference for structure and consistency over ad hoc ways of working.
- Systems Fluency: Genuinely comfortable configuring and troubleshooting tools like ClickUp - not just using them, but building in them.
- Reliable Execution: Follows through on tasks consistently and can be trusted to run the operational day-to-day without close supervision.
- Proactive Communicator: Flags issues, gaps, or blockers early rather than letting them sit unresolved.
- Collaborative: Works well with Faculty and cross-functional teams, and takes direction clearly from the Head of Learning Operations.
- Adaptable: Comfortable operating in a framework that is still being defined, and adjusting as processes are refined.
