Recruitment Operations Specialist

St. George's University•Town of Islip, NY

3d•$45,000 - $55,000

About The Position

The Recruitment Operations Specialist serves as the operational backbone of the recruitment and admissions events function. This role manages alumni engagement logistics, advisor relations, virtual and in-person event infrastructure, vendor and contractor administration, and financial reconciliation, ensuring seamless execution across all recruitment touchpoints for both SOM and SVM programs.

Requirements

2–4 years of experience in operations, event coordination, or administrative support, preferably in higher education or a healthcare/professional program setting
Strong organizational skills with the ability to manage multiple concurrent workstreams and deadlines
Experience with vendor or contractor management platforms (e.g., Vendorpass) and procurement processes
Comfort with financial processes including expense review, coding, and documentation
Proficiency with virtual event platforms (Zoom), student information systems (Banner or equivalent), and standard productivity tools
Excellent written and verbal communication skills; ability to work collaboratively across teams
High attention to detail and a proactive approach to problem-solving

Responsibilities

Manage end-to-end staffing of alumni staff for virtual and in-person recruitment events, including collecting availability, scheduling coverage, and distributing assignments
Collect and maintain alumni assets including headshots, credentials, and bios
Onboard new alumni for events, including orientation, payroll setup, event preparation and support, and expense guidance
Maintain the Banner Directory of Advisors and ensure records remain current and accurate
Manage the “VP Alias” email inbox, triaging and responding to advisor inquiries
Coordinate creation and distribution of integrated Zoom links for virtual recruitment events
Manage virtual event staffing logistics and scheduling
Submit marketing requests to publish events on the website
Manage posting of accepted student event links to the student portal
Maintain and manage projectors and audiovisual equipment for events and presentations
Monitor and replenish inventory levels of recruitment and event materials throughout the year
Order business cards and branded materials for the recruitment team
Execute non-PO purchases including clinical supplies and event materials, ensuring timely acquisition outside standard procurement channels
Review and approve expense coding across events and program activities
Ensure proper documentation and audit readiness including receipts, invoices, and shared records
Approve weekly payroll timesheets and review and process contractor invoices
Coordinate cross-functional approvals for vendor payments across multiple teams and regions
Serve as North American event lead entry support until an automated solution is in place, ensuring accurate and timely data capture