Operations Associate

Company: Gradient Dreamz

Location: C.G. Road, Ahmedabad, Gujarat

Employment Type: Full-Time | On-Site

Office Timings: 9:30 AM – 6:30 PM, Monday to Saturday

Experience: Minimum 2 years of relevant experience

Qualification: Bachelor's Degree

Salary: Based on experience and industry standards

About Gradient Dreamz

Gradient Dreamz is a student mentoring and international admissions consulting firm that supports students with academic and extracurricular profile building, university shortlisting, application preparation, and their overall international admissions journey.

We are committed to delivering a structured, accurate, and high-quality experience for students throughout the admissions process.

About the Role

We are looking for a highly organised, detail-oriented, and independent Student Operations Associate to manage student coordination and university application processing from preparation through submission and post-submission follow-ups.

This role requires strong knowledge of international university applications, excellent spoken and written English communication, and the ability to manage multiple student cases independently. The candidate will be responsible for coordinating with students, collecting and verifying documents, completing applications accurately, tracking deadlines, and ensuring every application progresses on schedule.

The expectation is to take complete ownership of assigned student cases, proactively manage pending requirements, resolve routine issues, and ensure that no application task or deadline is missed.

Key Responsibilities

• End-to-End Student Case Management
• Take ownership of assigned student cases throughout the application and submission process.
• Maintain a clear understanding of each student's university list, application status, pending requirements, and upcoming deadlines.
• Act as the primary operational point of contact for assigned students and provide timely, professional updates.
• Proactively identify missing information, delays, and potential issues, taking appropriate action to keep applications on track.
• Resolve routine operational queries independently and escalate complex issues to the relevant team members.
• University Application Processing
• Independently complete and submit undergraduate and postgraduate applications through platforms such as Common App, UCAS, OUAC, and individual university portals.
• Accurately enter and verify personal details, academic records, course preferences, extracurricular activities, and other application information.
• Understand university-specific application procedures, eligibility requirements, supporting documents, fees, and submission guidelines.
• Review applications thoroughly for completeness, consistency, and accuracy before final submission.
• Verify successful submissions and maintain appropriate confirmation records.
• Documentation & Application Readiness
• Collect, review, organise, and track transcripts, marksheets, resumes, essays, Letters of Recommendation (LORs), passports, and other required documents.
• Ensure all documents meet the relevant university's requirements and are complete, accurate, and ready for submission.
• Coordinate with students, parents, counsellors, and essay coaches to obtain pending documents and finalise application components.
• Ensure that all required information, documents, and approvals are available before submitting applications.
• Deadline & Follow-Up Management
• Track application deadlines, internal submission timelines, pending requirements, and application progress for every assigned student.
• Prioritise applications based on deadlines and establish internal timelines ahead of university cut-offs.
• Follow up consistently on pending documents, essays, recommendations, application fees, and student approvals.
• Identify deadline risks early, communicate concerns, and take timely action to prevent delays.
• Ensure every pending task has a clear next step and is followed through to completion.
• Student & Parent Communication
• Communicate confidently and professionally with students and parents in fluent written and spoken English.
• Clearly explain application requirements, pending documents, next steps, and submission timelines.
• Set expectations regarding student responsibilities and the timely sharing of information.
• Handle routine queries and concerns professionally, ensuring clear communication and a smooth student experience.
• Maintain accurate records of important communications, commitments, and follow-ups.
• Post-Submission Support & Internal Coordination
• Monitor university portals for application status updates, additional document requests, and other notifications.
• Coordinate responses to university queries and requests for supplementary information.
• Work closely with counsellors, essay coaches, and the Operations Manager to ensure all application components are finalised on time.
• Ensure smooth handovers, timely updates, and adherence to established application procedures.
• Identify recurring errors or process gaps and take appropriate action to prevent them from recurring.

Required Skills & Qualifications

• Bachelor's degree in any discipline.
• Minimum 2 years of relevant experience in university application processing, admissions operations, or study-abroad consulting.
• Strong practical knowledge of international university application procedures and online application portals.
• Excellent spoken and written English communication skills.
• Exceptional attention to detail and accuracy when completing application forms and handling student documents.
• Strong organisational, coordination, follow-up, and deadline-management skills.
• Ability to independently manage multiple student cases and applications simultaneously.
• Confidence in communicating with students, parents, and internal teams.
• Proficiency in Google Workspace, Microsoft Office, and digital documentation systems.
• A proactive approach to problem-solving, ownership, and accountability.

What Success Looks Like

The successful candidate will be expected to ensure that

• Applications are complete, accurate, and submitted within internal and university deadlines.
• Student records and application details remain accurate and up to date.
• Pending requirements are identified and followed up on proactively, without repeated reminders.
• Students and parents receive clear, timely, and professional communication.
• Avoidable errors, missed follow-ups, and incomplete handovers are minimised.
• Assigned student cases progress independently, with genuine risks escalated promptly.
• All work follows Gradient Dreamz's established processes and quality standards.