OPS Ain Technology & Design Hub Operations Manager

Job Summary

The Ain Technology & Design Hub is a student-powered agency within the Rist Institute for Entrepreneurship that delivers AI integration, web development, digital marketing, and data solutions to Southwest Florida businesses and nonprofits. The Hub operates like a real business: student teams take on client work, deliver professional services, and are compensated for their contributions - all under faculty and staff oversight.

The Ain Technology & Design Hub Operations Manager keeps this business running. This person is the operational backbone of the Hub - responsible for managing the full client lifecycle from initial inquiry through project delivery, hiring and developing the student workforce, and maintaining the systems that allow the Hub to function at a professional standard.

Key Responsibilities

Project Management (30%)

• Own the full project lifecycle for all active Hub engagements, from kickoff through final delivery and follow-up
• Maintain a clear picture of all active projects at any given time - timelines, deliverables, student assignments, and client status
• Build and manage project plans that account for student schedules, academic calendars, and client expectations
• Run regular project check-ins with student teams, removing blockers and escalating issues as needed
• Develop and maintain project templates, workflows, and standard operating procedures that improve consistency across engagements
• Track and report on project outcomes, building a library of case studies that demonstrate Hub impact

Client Onboarding & Relationship Management (25%)

• Serve as the primary point of contact for prospective and active clients, managing the full onboarding experience from initial inquiry through project launch
• Conduct discovery conversations with clients to understand their needs, set realistic expectations, and scope work appropriately
• Maintain ongoing communication with active clients, providing status updates and ensuring satisfaction throughout the engagement
• Develop and refine the Hub's client onboarding materials, intake processes, and service agreements
• Identify opportunities to deepen or expand client relationships over time
• Represent the Hub at community events and business association meetings to build pipeline and visibility

Student Hiring & Team Development (25%)

• Manage the full student hiring process, including posting positions, reviewing applications, coordinating interviews, and processing paperwork
• Develop and deliver structured onboarding and training programs for new Hub interns and team members
• Assign students to projects based on skills, availability, and learning goals
• Provide regular feedback and coaching to student team members, supporting their professional development alongside their project contributions
• Maintain accurate records of student hours, compensation, and performance
• Build a Hub culture that feels like a real workplace - professional standards, clear expectations, and genuine accountability

Financial Operations & Administration (20%)

• Generate and process client invoices, track payments, and follow up on outstanding balances
• Draft, review, and manage service contracts and client agreements in coordination with university Legal Affairs
• Maintain organized financial records for Hub operations and prepare summary reports for leadership
• Coordinate with university Finance, HR, and other administrative units to keep operational processes moving smoothly
• Monitor Hub budget and flag any variances or concerns to the Faculty Director and Rist Institute leadership
• Maintain the Hub's internal documentation, knowledge base, and operational records

Required Qualifications

Education: Bachelor's degree required; Master's degree in Business Administration, Entrepreneurship, or a related field preferred (or in progress)

Experience: Demonstrated experience managing projects with multiple stakeholders, deadlines, and concurrent workstreams; Experience managing, mentoring, or supervising others; Client-facing experience; Familiarity with invoicing, contracts, or basic financial record-keeping; Working knowledge of AI tools and digital marketing fundamentals; Experience developing or improving operational processes, documentation, or systems in a team environment

Skills: Exceptional organizational skills; Clear, professional written and verbal communication; A natural instinct for systems; Strong interpersonal skills; Comfort with ambiguity; Proficiency in Microsoft Office Suite, Google Workspace, Claude.AI, OpenAI - ChatGPT, and Replit.