Operations and Admissions Associate

Role purpose

The Operations and Admissions Associate provides operations and administrative support across Summerhouse Houston, with responsibility for admissions coordination, member/client records, financial administration, human resources administration, and day-to-day organizational operations.

This position plays an important role in ensuring that administrative processes are organized, accurate, and completed in a timely manner. Working collaboratively with program leadership, the CEO, and external service providers, the Associate maintains records, coordinates activities, tracks deadlines, and ensures consistent follow-through on assigned responsibilities.

The ideal candidate is highly organized, detail-oriented, responsive, and proactive, with the ability to manage multiple priorities, maintain confidentiality, and provide a welcoming and professional experience for members, clients, families, staff, and organizational partners.

Key responsibilities
1) Admissions & Member Administration

• Manage admissions inquiries, applications, family follow-up, waitlist updates, and admissions tracking.
• Coordinate tours, trial days, member/client enrollment, orientation, and onboarding paperwork.
• Schedule and coordinate PATH meetings, including participants, reminders, documentation, and follow-up.
• Maintain accurate member/client files, family contact information, and communication records.
• Track outstanding signatures, releases, assessments, and administrative follow-up related to PATH meetings, ILPs, admissions, and onboarding.

2) Financial Administration (AP/AR)

• Coordinate accounts payable and receivable activities, including invoice processing, payment tracking, and routine billing follow-up.
• Manage member/client tuition billing, payment documentation, and outstanding balance tracking.
• Maintain organized vendor records, invoices, receipts, and financial documentation.
• Complete assigned financial data entry and coordinate with accounting providers to support timely processing and monthly close.
• Follow established financial policies, approval procedures, and internal controls.

3) Human Resources Administration

• Coordinate administrative aspects of employee onboarding and offboarding, including required documentation and background checks.
• Maintain accurate employee records and information within the HRIS.
• Track required training, certifications, acknowledgments, and documentation deadlines.
• Support benefits administration and open enrollment; prepare, process, and verify regular payroll in Rippling, subject to established authorization, review, and segregation-of-duties controls.

4) Operations & Office Administration

• Coordinate routine office administration, purchasing, supplies, vendor communications, and facilities-related requests.
• Maintain organizational records, contracts, insurance documentation, and administrative tracking systems.
• Track recurring deadlines, renewals, and outstanding administrative tasks.
• Support meeting scheduling, document preparation, and administrative communications.
• Provide administrative and project coordination support to the CEO, program leadership, and organizational initiatives as assigned.

Qualifications & Competencies

Required

• Minimum 2-3 years of experience in administrative coordination, office administration, or a related role.
• Demonstrated experience and proven performance in financial administration, including accounts payable and accounts receivable, and human resources administration.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Strong proficiency in Microsoft 365 applications, including Outlook, Word, Excel, Teams, and SharePoint.
• Demonstrated experience using HRIS and accounting systems to manage routine administrative functions, maintain accurate records, and complete assigned transactions.
• Ability to work independently, maintain confidentiality, and consistently follow through on responsibilities.

Preferred

• Familiarity with Rippling and Quick Books Online.
• Experience with admissions coordination, enrollment processes, records management, or client management systems.
• Experience in nonprofit, social services, disability services, or educational settings, including schools, colleges, and universities.

Core Competencies

• Project Management & Follow-Through: Manages assigned projects, competing priorities, and deadlines; coordinates tasks and stakeholders; tracks progress; and ensures timely completion of…