Student Services Administrative Assistant
Aveda Institute Portland
Our Story
Aveda Institute Portland is one of the Pacific Northwest's premier beauty schools, with campuses in Portland, Oregon and Vancouver, Washington. As part of the global Aveda network, we are committed to preparing the next generation of beauty professionals through exceptional education, creativity, sustainability, and wellness.
Our team is passionate about creating a welcoming environment where students can thrive professionally and personally. Every team member plays an important role in supporting student success and delivering an exceptional educational experience.
If you enjoy working in a fast-paced environment where every day is different, love helping people, and are highly organized, we'd love to meet you.
Position Summary
The Student Services Administrative Assistant is a key member of our team whose primary responsibility is supporting Student Services while also providing administrative support to the Financial Aid, Leadership, and Administrative teams.
This position is cross-trained across multiple departments and plays an important role in creating an outstanding experience for students from enrollment through graduation. The ideal candidate is organized, detail-oriented, enjoys helping people, and thrives in a fast-paced, team-oriented environment.
Working closely with students, graduates, staff, and leadership, this individual provides exceptional customer service while maintaining accurate records, supporting daily operations, and ensuring a positive experience for everyone who interacts with Aveda Institute Portland.
Success in this role requires a positive attitude, exceptional attention to detail, strong organizational skills, a willingness to learn multiple systems, and a genuine passion for helping students achieve their career goals.
Student Services (Primary Focus)
- Maintain accurate student records, attendance, and academic files.
- Process enrollment documentation and maintain student files.
- Calculate graduation dates and communicate updates to staff.
- Prepare transcripts, enrollment verifications, diplomas, attendance reports, and student ID cards.
- Conduct graduate exit interviews.
- Coordinate student recognition programs, graduation activities, and special events.
- Maintain alumni records and graduate communications.
- Support graduate placement efforts and maintain employer relationships.
- Coordinate Industry Talk Tuesdays by developing relationships with local salons and spas.
- Assist with institute reporting and student data collection.
- Assist with continuing education tracking and educator scheduling.
- Help create a positive, supportive student experience from enrollment through graduation.
Data & Technology
Maintain accurate student and institute records utilizing multiple software systems, including but not limited to:
- Freedom
- SpaBiz
- CRM Systems
- Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
Additional responsibilities include:
- Maintain attendance records and attendance posting.
- Prepare and update reports and spreadsheets.
- Ensure data accuracy across all departments.
- Support institute reporting requirements.
- Assist leadership with data collection and special projects.
- Maintain confidential student information in accordance with institute policies.
Financial Aid & Student Accounts
- Assist students with estimated financial plans and financial documentation.
- Support FAFSA verification and document collection while maintaining compliance with federal regulations.
- Assist with processing federal and state financial aid.
- Process tuition and other student payments.
- Maintain accurate student account ledgers.
- Assist with posting grants, scholarships, and financial aid to student accounts.
- Reconcile student account information with Financial Aid and Accounting.
- Support compliance with federal, state, and institutional regulations.
Office Administration
- Professionally answer and direct incoming phone calls.
- Welcome students, guests, and visitors.
- Manage calendars, appointments, and scheduling.
- Prepare correspondence, reports, forms, spreadsheets, and presentations.
- Maintain organized electronic and paper filing systems.
- Support institute leadership with administrative projects.
- Order and maintain office supplies.
- Assist with institute meetings, events, and projects.
- Respond to emails professionally and promptly.
- Prioritize multiple responsibilities while supporting several departments.
- Provide exceptional customer service to students, graduates, visitors, and team members.
QualificationsRequired
- Minimum of 2 years of administrative experience.
- High school diploma or equivalent.
- Strong customer service and communication skills.
- Excellent organizational and time management skills.
- Exceptional attention to detail.
- Strong computer skills, including Microsoft Excel, Word, Outlook, and PowerPoint.
- Ability to prioritize multiple projects in a fast-paced environment.
- Strong problem-solving and data entry skills.
- Professional, positive, and team-oriented attitude.
- Ability to maintain confidentiality and accuracy.
Preferred
- Experience working in higher education, vocational education, or student services.
- Experience with financial aid, student information systems, or CRM software.
- Experience in the beauty, wellness, hospitality, or education industries.
Schedule
- Full-time (40 hours per week)
- Monday through Friday
- Occasional evenings or weekends for graduations, student events, and institute activities.
Benefits
- Competitive hourly compensation
- Health Insurance (up to 50% employer-paid individual HMO plan)
- Paid Time Off (PTO)
- Oregon Sick Pay
- Oregon Saves Retirement Program
- Employee discounts on products and services
- Professional development and career growth opportunities
- Supportive, creative, and team-oriented work environment
Why Join Aveda Institute Portland?
At Aveda Institute Portland, you'll become part of a passionate team dedicated to changing lives through education. Every day you'll help students take the next step toward a successful career in the beauty industry while working in a supportive environment that values collaboration, personal growth, creativity, and excellence.
If you're looking for a career where your organization, attention to detail, and passion for helping others can make a meaningful difference, we'd love to hear from you.
Job Type: Full-time
Pay: $21.00 - $24.00 per hour
Benefits:
- Health insurance
- Paid time off
Experience:
- Administrative Assistant: 2 years (Required)
Ability to Commute:
- Portland, OR 97209 (Required)
Work Location: In person
