Administrative Coordinator (Part-Time)

Smart Blogger, Inc. – Remote Position
$15 per hour – Part-time, Other

Job Purpose

To handle the technical behind-the-scenes administrative duties for Smart Blogger courses.

Introduction

Remember the scene in the Wizard of Oz, where the curtain is pulled back to reveal a spectacled dude feverishly pulling the levers that made the Wizard fearsome?

That would be you, Smart Blogger’s own backend digital wizard. You make voices and videos appear as if out of thin air, maintain the tech platforms that support our awesome coaches and instructors, and work on a variety of student-facing projects to make our courses better.

If you have a high affinity for detail, a knack for tech stuff and project management, thrive in an environment that mixes day-to-day tasks with “oh goody, a new project!”, and are excited about a permanent part-time admin role, you may be perfect for this job.

Scope of Contract

As a growing company, our instructors and product team need the steady support of a course admin. That’s why we’re looking for a permanent commitment of 10 – 20 hours/week in this role.

This support is critical to our team’s success. The “day-to-day” admin duties account for 10 – 15 hours per week; the rest of the time will be filled with project work to support our coaches and instructors.

Duties and Responsibilities

As the Administrative Coordinator, your duties will support both our students and our staff. The duties include but are not limited to the following:

Tech Support Responsibilities

Course Q&A calls & Workshops

• Schedule Q&A calls & workshops in Zoom.
• Maintain call reminder emails in both GoogleDrive & ActiveCampaign & schedule call reminder emails in ActiveCampaign. Edit & update call reminder emails as needed & troubleshoot any automation issues.
• Maintain the Workshops Google Calendar and the calendar sidebar of the appropriate campus course and Circle Events spaces. Add, delete, and update call entries as needed.
• Process course Q&A calls (currently, CMC) so that the replays are posted on Campus Dashboard by 5pm EST (New York time) on the day following the call. Post video, audio, questions PDF for each Q&A call on the course-appropriate Q&A call recording page.
• Process CMC 5K workshop and Kickstart Hot Seat recordings. Post video, audio, outline PDF, and transcript for each workshop in appropriate place in CMC 5K (workshop page and perhaps also lesson page) or Kickstart courses and in appropriate Circle spaces.
• Delete unneeded Zoom recordings from Karen’s Zoom account on a monthly basis.

CRM ( ActiveCampaign)

• Proofread, edit, format, and send one-time student broadcast emails.
• Maintain course campaign docs (onboarding campaigns, CMC stalled students, CMC graduate campaign) in Drive & in CRM. Periodically review campaign emails for updates; make updates to live emails in CRM when requested by the instructor team; interface with the Marketing Assistant as needed to maintain campaign automation.
• Tag CMC students:
  • As they move through the CMC exam process;
  • When they receive payment for their first job;
  • When they indicate they are not looking for paid work.
• Download CMC stalled student tasks monthly and update the CMC stalled student spreadsheet.
• Product Scoreboard is completed by EOD Thursday for review in Friday Product meeting.

LMS (LearnDash)

• Edit course content for minor issues: fixing typos, updating links, adding new resources or paragraphs. Collaborate with Course Creation team if requested on larger course content updates.
• Primary point of contact with Customer Support, Marketing, & Content Creation teams to troubleshoot LMS access or content issues.

Facebook / Circle

• Be the in-house expert on how our Facebook groups function. Create & maintain documentation of Facebook group settings.
• Be the in-house expert on how our Circle groups function. Maintain Circle documentation.
• Accept new student requests for CMC, EMC, Freedom Machine, and SBO Facebook groups within 24 business hours of request being made.
• Maintain the Kickstart Circle invitation link, making updates as needed and troubleshooting issues.
• Process new Kickstart students by creating their Asana Student Checklist, inviting the student to the checklist, and adding their information to the Kickstart Student Tracker spreadsheet.
• Weekly, remove canceled students from the CMC & EMC FB groups & Circle.
• Review Circle members page daily & tag new members with course-appropriate tags. Check their space permissions and adjust if needed.

Canva

• Create CMC, SEO, and EMC certificates and send them to students at their request.

Asana

• Create Kickstart student checklist for each student when they join the KS program.

Student Communication

Email

• Monitor Helpdesk (currently Happy Fox, soon to be Freshdesk) queues for Product Team tickets, assign to appropriate team members, process Q&A call submissions, and respond to “how to use the course” or tech questions within 2 business days.

Facebook

• Publish welcome posts for new group members regularly (3-5 times per week).
• Review the Discussion area of CMC and EMC daily:
  • Answer simple questions and like comments from students;
  • Respond to and tag Marsha in CMC Module 1 assignment posts in CMC;
  • Alert Karen if an EMC post has gone more than 24 hours without an instructor response.
• As needed:
  • Create new events;
  • Publish recurring posts, such as Feedback Friday (EMC), Workout Wednesday (CMC), and celebration posts (CMC-monthly wins).

Circle

• Review private messages and notifications each day:
  • Ensure all students receive a response to community-building posts.

Testimonials

• Take screenshots of testimonials or customer success stories and upload them to the “Testimonials” folder weekly. Post in PTW and CMC FB, Slack #victories channel, select most promising ones to follow up for video testimonials.
• Edit video testimonials.

Projects

• Create new Facebook or Circle groups for specific company initiatives.
• Assist with setting up the infrastructure and materials needed for coaching programs and 1:1 sessions.
• Additional Circle Integrations. Always be asking, “what else can we integrate/automate?”
• Documentation as we move to new technology (LMS, helpdesk, Circle).
• Automation as we work to automate as much of this role as we can, leaving more time for project work!

Experience and Qualifications

Preferably, a member of at least one of our courses and have some practical experience of blogging. All applicants should be familiar with the Smart Blogger blog and its target audience.

Expected efficiencies:

• Demonstrated history of project administration or management, including tasks that require attention to detail.
• Ability to manage multiple priorities and ask for guidance as appropriate.
• Ability to do the same tasks day after day, but also be flexible for project work.
• Ability to think proactively about projects, not just do the task at hand.
• Demonstrated ability to dig into tech – documentation, integrations, figuring out how tech works, etc.

Familiarity with the following tools/technologies is essential:

• Email marketing – some experience of creating and sending emails using a tool like Infusionsoft, MailChimp, AWeber, or ActiveCampaign.
• HTML – the basics of formatting text, images, and links using HTML code.
• Common file formats – a basic understanding of the purpose and applicability of popular digital formats like: PDF, MP3, MP4, PNG, JPG, GIF, etc.
• Facebook – some experience using Facebook groups is desired; basic familiarity with Facebook is essential.

Familiarity with the following tools/technologies is desirable (but we don’t expect you to know all of them or be an expert right away):

• Google Drive – folder organization, creating docs & spreadsheets, granting permissions.
• Video hosting tools – e.g., YouTube, Vimeo, Wistia.
• WordPress – the basics of creating and editing posts and pages; working with shortcodes and plugins such as My Calendar.
• Screen capture software – e.g., Snag-It or Loom.
• Helpdesk software – e.g., Happy Fox, Freshdesk, HelpScout, or ZenDesk.
• Simple video and audio editing tools, e.g., Adobe Premier, Apple iMovie, Audacity.
• Simple graphic design tools such as Canva.
• Previous experience with Circle or Facebook groups.

Working Requirements

This is a 100% virtual role and the successful applicant will be working as part of a geographically diverse team, communicating primarily by Slack, email, and Zoom.

The successful applicant will also be based in the US, have an up-to-date (3 years old or newer) Windows or Mac OS-based computer, and a fast, reliable internet connection.

Work Schedule

This is a part-time, hourly position. Most of the time, you will work approximately 10 – 20 hours a week and have a fairly normal work week, but if we are doing a launch, you will be expected to put in some extra hours along with everyone else.

Most of the time, we will schedule your work between 9 AM and 5 PM Eastern. You’ll have most weekends free, but you might occasionally have to come in and catch up for a few hours if it’s an especially busy time.

In general, we will do our best to be conscientious about your workload, but the company is growing fast, and such growth doesn’t come without growing pains. You will probably feel overloaded at times. When that happens, please talk to us, and we will all help out.

Compensation

The position pays $15 per hour.

Our Company

Smart Blogger is the brainchild of Jon Morrow and operated under the name of Boost Blog Traffic until 2016. Both names are synonymous with some of the best training available for learning how to drive traffic to your website and springboard your visibility through writing. Overall, the culture is laid back and supportive.

Also, we believe in hiring according to our company values:

1. Pragmatic Perfectionism: We believe perfectionism can be a good thing. Not the indulgent kind where you obsess over trivial details, but the willingness to take extra time to get it right when it truly matters. And when it doesn’t? We set those tendencies aside, sacrificing excellence in favor of speed and efficiency. So yes, we are perfectionists, but we are also pragmatists, and it’s by combining the two that we do great work.

2. The Ultimate Office: We are even more productive at home than we could be at an office. Sure, nobody is watching over our shoulders to see if we’re working, but they don’t have to. We get so much done there’s absolutely no doubt we are staying on task. And yes, pajamas are totally a productivity enhancer.

3. Flexible is a Two-Way Street: Yes, we have the freedom to adjust our schedule whenever there’s not a meeting, but we’re also available when a teammate runs into a problem or there’s an urgent issue, even when it’s not during our normal hours. Sometimes that means adjusting our personal life to support our teammates, and we’re okay with that.

4. No Distractions: We love peace and quiet. No politics, no drama, no needless meetings, no distracting our teammates. Instead, we create a space where everyone can focus, and in that space, we do the deep work that really matters.

5. Serve the Student: We believe in doing what’s right for our students, even when it’s painful. Sometimes that means offering a refund when it’s against our policy or giving them a bit of free coaching or advice. We may even give them a free course to help when they’re struggling or refer them to another company that can serve them better. It may not be convenient, it may not be profitable but it helps our students, and that’s all that matters.

How to Apply

• Click this link and you’re on your way: https://forms.gle/LABU9rWg7uyFB1WM9.
• Complete the survey and your initial application will be reviewed by our recruiter.
• Contact humanresources@smartblogger.com if you have any questions.