EdTech Operations & Systems Manager

About Us

We run a leading functional and integrative medicine training program that has certified thousands of healthcare practitioners over the past 20+ years. Our online certification programs combine structured LMS-based coursework, live virtual sessions, and a professional practitioner community. We're growing and need a technically strong operations leader to own the full back-end infrastructure of our online school, from how our systems talk to each other, to how students experience every touchpoint from enrollment to graduation. Role Summary This is a systems-first operations role for someone who thinks in workflows, automations, and integrations, not just task lists. You will be the operational backbone of our education platform, owning the architecture and day-to-day management of our tech stack, CRM operations, student data, and the end-to-end student experience. You'll report directly to leadership and have significant autonomy to improve how our systems work. This role is not primarily a customer support position. It's for a technical operator who understands that a great student experience is built on clean data, well-designed automations, and systems that actually work. What You'll OwnHubSpot CRM Operations (Core Responsibility)

• Own all back-end HubSpot configuration, including pipeline architecture, contact list management, lifecycle stages, and property management
• Build, maintain, and optimize workflows and automated sequences for student onboarding, re-engagement, billing events, and program communications
• Maintain contact database hygiene: segmentation, deduplication, and list logic
• Audit and improve integration data flows between HubSpot and connected platforms
• Serve as the internal HubSpot subject matter expert and decision-maker

Systems Integration & Tech Stack Management

• Own the operational architecture connecting our core platforms: LearnWorlds, HubSpot, Zapier, Stripe, Zoom, GotoWebinar.
• Monitor and troubleshoot integration health — proactively identify breaks or gaps before they affect students
• Document all system configurations, workflows, and SOPs
• Evaluate and implement tools or automations that improve operational efficiency

Student Operations, Program Logistics & Customer Service

• Oversee the full student lifecycle: enrollment, course access provisioning, communication cadences, billing management, and offboarding
• Coordinate operational logistics for program launches and live training cohorts
• Manage payment processing workflows in Stripe including subscriptions, payment plans, and failed payment recovery
• Resolve escalated student issues involving access, billing, or scheduling with urgency and professionalism
• Manage and respond directly to customer service-related student inquiries.

Process Improvement

• Identify operational gaps and build scalable solutions — better automations, cleaner data flows, tighter integrations
• Maintain thorough operational documentation and process guides
• Own reporting on operational KPIs related to enrollment, student engagement, and system performance

You're the Right Fit If You...

• Think in systems: when something breaks, your first instinct is to trace the data flow, not just send an email
• Have built HubSpot workflows from scratch — not just used them
• Know what a bad contact list costs a business and have fixed one
• Take pride in documentation, clean architecture, and processes that don't require you to babysit them
• Can hold a student-facing conversation with professionalism while simultaneously diagnosing a broken Zapier integration

Required Qualifications

• 5+ years of HubSpot experience — hands-on, back-end, including workflow automation, list management, pipeline configuration, and integrations (this is a hard requirement)
• 4+ years in an operations, systems, or technical program management role
• Demonstrated experience owning or managing a multi-platform tech stack
• Experience with Stripe or comparable payment processing platforms
• Strong written communication skills for both internal documentation and customer-facing correspondence
• Ability to work independently and make sound operational decisions without heavy oversight

Preferred Qualifications

• HubSpot certifications (Operations Hub, Marketing Hub, Sales Hub, CRM)
• Experience with Zapier or similar integration/automation tools
• Experience with LMS platforms (LearnWorlds, Teachable, or equivalent)
• Familiarity with webinar platforms (Zoom Webinars, GoToWebinar)
• Experience building or improving customer success or customer onboarding programs

Why This Role

• High autonomy: You'll own your domain
• Direct impact on the experience of thousands of healthcare professionals
• Established organization with 20+ years of history and a loyal student community
• Remote, async-friendly environment

If your background is in customer support and you're hoping to grow into systems work, this role isn't the right fit — yet. We need someone who has already done this work and can hit the ground running.

How to Apply

To be considered for this role, please follow these instructions carefully. Applications that do not follow these instructions will not be reviewed.

• Submit your resume to [email protected] with a clear summary of your HubSpot experience at the top — not buried in a job description.
• Record a short voice memo answering the questions below and submit it as an audio file along with your application. Your recording should be 5 minutes or less — we're not looking for lengthy presentations, just clear, conversational answers. Answer all five questions in a single recording:

1.) Describe a HubSpot workflow or automation you built from scratch. What was the business problem, what did you build, and what was the result? 2.) What platforms have you connected to HubSpot, and how did you manage or monitor those integrations? 3.) Describe a time a system or integration broke unexpectedly. How did you diagnose and fix it? 4.) What does your experience look like with contact list management and database hygiene in a CRM? 5.) What experience do you have managing complex projects? Talk briefly about one.

• Recording tips: Use your phone's voice memo app, Loom audio, or any tool you're comfortable with. Speak naturally — this gives us a sense of how you communicate, not just what you know. Label your file: Firstname_Lastname_AudioApplication
• Start your recording with the phrase "I've read the full job description" before answering the questions. Applications that don't include this phrase will be automatically disqualified.
• Do not apply if:
• You have fewer than 5 years of hands-on HubSpot experience
• Your HubSpot experience is limited to using it for email sends or basic contact lookups — we need someone who has configured and built in the back end

Job Types: Part-time, Contract Pay: From $55.00 per hour Work Location: Remote Apply tot his job Apply To this Job