Career Center Operations and Administrative Coordinator

Mount Saint Mary's University

106d • $50,000 - $55,000

About The Position

Reporting to the Executive Director of the Career Center, the Operations and Administrative Coordinator oversees the Career Center’s daily operations, events, communications, and employer/student engagement. The Operations & Administrative Coordinator plays a vital role in supporting both the front-line and back-end functions of the Career Center, Residence Life, and Housing Operations. This position is responsible for coordinating the daily operations of the office, managing internal processes, and ensuring excellent customer service for students, alumni, employers, and university partners. The Coordinator oversees all administrative workflows, manages office technology systems and platforms (e.g., Handshake), maintains accurate records and data systems, assists with event logistics and marketing, and ensures that the departments operate efficiently and professionally. This position requires excellent communication, organizational, and technological skills, as well as a passion for serving students in a collaborative, fast-paced environment.

Requirements

• Bachelor’s degree or equivalent work experience.
• At least 2–3 years of experience in an administrative, student-facing, or customer-service role in higher education.
• A commitment to support and enhance the Catholic identity of the University and experience working with diverse student populations.
• Excellent organizational and planning skills.
• Ability to establish trusting and respectful relationships with students.
• Proficiency in Microsoft Office Suite and Workday.
• Ability to maintain professional but friendly demeanor at all times, including ability to remain calm and patient in stressful situations.
• Ability to engage in emergency situations.
• Ability to multitask efficiently.
• Flexibility to a work schedule that may include occasional evening and weekend responsibilities.

Responsibilities

• Serve as first point of contact for the Career Center, Residence Life, and Housing Operations departments and provide professional communication with students, alumni, faculty, and employers.
• Share in maintaining, updating, organizing, and protecting the office’s shared network as well as digital and paper files, including extensive databases of confidential information.
• Manage calendars, appointments, emails, room reservations, equipment logistics, and event set-up.
• Monitor and respond to the Career Center and Residence Life email inboxes.
• Maintain office inventory, order supplies, and ensure a professional office environment.
• Train and supervise student employees and manage all payroll tasks for the student workers in the departments.
• Provide support during Career Center programming and employer events.
• Coordinate marketing and outreach efforts in partnership with Career Center staff.
• Support data collection, Handshake oversight, surveys, and assessment measures.
• Serve as the primary administrator and subject matter expert for the Handshake platform, ensuring optimal utilization by students, employers, and staff.
• Manage user access, system settings, employer approvals, job postings, events, and data integrity within Handshake.
• Collaborate with the Career Center team to develop and implement strategies to increase student and employer engagement with Handshake.
• Train students, staff, and faculty on Handshake functionality through workshops, user guides, and one-on-one support.
• Monitor system performance and stay informed of platform updates and best practices through vendor communication and professional networks.
• Oversee marketing and communication efforts related to Handshake and related platforms to maximize user engagement.
• Analyze and report on system usage, engagement metrics, and outcomes.
• Coordinate marketing and outreach efforts in partnership with Career Center, Residence Life, and Housing Operations staff.
• Stay current on trends and innovations in higher education technology and recommend tools that improve student experience and service delivery.
• Handle background checks by verifying Government agencies IDs and following processes in align with FERPA.

Benefits

• Full benefits and vacation, holiday, and sick leave.
• Tuition remission for graduate and undergraduate classes at Mount St. Mary’s University.
• Retirement program with a match.
• Generous paid time off schedule.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Bachelor's degree