Job Description: 

The University & Venue Operations Coordinator manages the administrative and operational lifecycle of WorldStrides university and venue partnerships. This role owns the repeatable workflows that keep contracts, deadlines, documentation, invoices, housing information, space assignments, shipments, and venue records accurate and on schedule. The Coordinator communicates directly with venue partners and internal teams on routine matters, resolves standard operational issues independently, and escalates relationship, financial, contractual, capacity, or risk-related exceptions to the U.S.-based Manager, University Relations & Venue Operations.

Responsibilities

Contract and Documentation Administration

• Maintain the master university and venue tracker, including contract status, renewal dates, deposits, amendments, required documents, and key operational milestones.
• Prepare contract-routing materials, collect supporting documentation, and follow up with internal stakeholders to keep reviews and approvals on schedule.
• Track certificates of insurance, tax forms, vendor documentation, compliance requirements, and other standard records.
• Maintain organized, current venue files in approved shared systems and confirm that final documents are accessible to appropriate stakeholders.
• Identify missing information, inconsistencies, approaching deadlines, and incomplete deliverables; resolve routine gaps and escalate exceptions.

Invoice and Payment Coordination

• Receive, organize, and track venue invoices, deposits, payment schedules, credits, and outstanding balances.
• Compare invoices to contracts, approved services, and payment schedules before submission.
• Submit invoices through established internal processes and follow up with Finance, Accounts Payable, Program Delivery and venue contacts as needed.
• Maintain accurate payment records and recurring status reports.
• Resolve routine invoice questions and escalate material discrepancies, disputed charges, or nonstandard financial terms.

Housing, Space, and Program Readiness

• Prepare, format, distribute, and maintain housing and rooming lists using established standards and deadlines.
• Coordinate staff housing needs and track changes, approvals, and final submissions.
• Maintain classroom, meeting-room, performance-space, common-area, and other venue assignments.
• Collect room setup requirements and confirm standard layouts, equipment, access, and timing with venue contacts.
• Maintain capacity records, identify potential over-enrollment or space conflicts, and prepare supporting information for Manager review.
• Track operational readiness and ensure required venue information is communicated to program and site teams.

Shipping and Operational Logistics

• Track delivery instructions, receiving hours, storage requirements, loading access, pickup details, and venue points of contact.
• Confirm routine delivery and pickup arrangements and follow up on delayed, missing, or redirected shipments.
• Maintain operational calendars, milestone schedules, and recurring deadline reminders.
• Coordinate venue preparation meetings and prepare agendas, notes, action-item lists, and follow-up communications.
• Support routine scheduling, contact updates, operational confirmations, and logistics inquiries from internal teams and venue partners.

Systems, Reporting, and Data Quality

• Maintain accurate information in SharePoint, contract systems, and other approved operational tools.
• Update venue profiles, contact information, capacities, pricing, historical notes, contract details, and operational requirements.
• Create recurring dashboards, status reports, deadline reports, and exception reports for the Manager and program stakeholders.
• Audit records for missing, inconsistent, or outdated information and complete routine corrections.
• Maintain templates, guides, checklists, and standard operating procedures.
• Research prospective venues and compile initial information, pricing, capacity, and contact details for Manager review.

Communication and Issue Resolution

• Communicate directly with venue partners and internal stakeholders regarding routine forms, deadlines, invoices, rooming lists, setups, shipping, scheduling, and confirmations.
• Provide timely, professional customer service and maintain clear written records of decisions and follow-up items.
• Resolve standard administrative and operational issues within established procedures.
• Escalate relationship concerns, contractual questions, material financial discrepancies, capacity issues, service failures, or risks that require Manager judgment.
• Participate in portfolio reviews and provide concise updates on completed work, upcoming deadlines, open issues, and exceptions.

Qualifications:

• Two or more years of experience in operations coordination, event support, hospitality, university administration, project coordination, accounts payable support, or a related field preferred.
• Highly organized and detail-oriented, with demonstrated ability to manage high volumes of deadlines, documents, and changing information.
• Strong written and verbal communication skills in English; Spanish fluency required for local employment and team collaboration.
• Ability to communicate professionally with U.S.-based colleagues and external university and venue partners.
• Sound judgment and ability to independently resolve routine issues while recognizing when escalation is required.
• Strong follow-through, time management, and prioritization skills.
• Comfort working across multiple systems and maintaining accurate data.
• Proficiency in Microsoft Office; experience with Smartsheet, CRM platforms, shared drives, invoice systems, or contract-management tools preferred.
• Ability to work effectively across cultures, locations, and time zones in a collaborative service environment.
• Data-driven mindset and willingness to work with AI and identify process improvements.

Education, Experience, and Training

• Bachelor's degree in Business Administration, Hospitality, Event Management, Communications, Finance, or a related field preferred; equivalent relevant experience will be considered.
• Experience supporting U.S.-based teams or customers preferred.
• Experience with venue, university, hospitality, travel, event, contract, or invoice-related workflows is a plus.
• Must be willing to complete all screening, identification, and employment-verification requirements applicable to the position and local law.
• Must have reliable internet access and the ability to work within approved WorldStrides systems and security requirements.
• Must be able to collaborate effectively with colleagues and external partners across the United States and Mexico.
• Occasional local travel or in-office attendance may be required based on business needs.

Work Perks:

• Fun & driven environment.
• Excellent medical, dental, and vision coverage, life, accidental death and dismemberment, accident, critical illness, and disability insurance.
• +10% of gross salary as food stamps.
• 1 paid volunteer day & 25 PTO* days to start – accrue up to 28 over 3 years, 4 mental health days, and 5 bereavement days.
• Statutory Holidays by Mexican Federal Labor Law.
• Flexible work schedule providing on-site and hybrid opportunities.
• Encouraged participation in our Employee Resource Groups and Diversity, Equity, & Inclusion council.
• Fitness opportunities.
  Employee Assistance Program (EAP)
• Paid statutory parental leave