Mount St. Mary's University
Career Center Operations and Administrative Coordinator
Mount St. Mary's University, Emmitsburg, Maryland, United States, 21727
Career Center Operations and Administrative Coordinator
Position title: Career Center Operations and Administrative Coordinator at Mount St. Mary’s University.
Job Description 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. This position supports both front-line and back-end functions of the Career Center, Residence Life, and Housing Operations. The Coordinator coordinates daily office operations, manages internal processes, maintains accurate records and data systems, assists with event logistics and marketing, and ensures professional and efficient service for students, alumni, employers, and university partners. Requires excellent communication, organizational, and technological skills, and a passion for serving students in a collaborative, fast-paced environment.
Essential Duties And Responsibilities Administrative & Front-Line Support
Serve as the 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
Provide support, as needed, to other offices in the Division of Student Life
Handshake Operations
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
General Operations and Logistics
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 IDs and following processes in alignment with FERPA
Job Requirements: Education, Experience and Skills
Bachelor’s degree or equivalent work experience, and 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
Salary Range $50,000 - $55,000/year
Employee Benefits This full-time, exempt position includes full benefits and vacation, holiday, and sick leave. The university offers a generous benefits package, including tuition remission for graduate and undergraduate classes at Mount St. Mary’s University, a retirement program with a match, as well as a generous paid time off schedule. For a complete list of employee benefits, please visit the university HR page.
Status Full-time
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Job Description 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. This position supports both front-line and back-end functions of the Career Center, Residence Life, and Housing Operations. The Coordinator coordinates daily office operations, manages internal processes, maintains accurate records and data systems, assists with event logistics and marketing, and ensures professional and efficient service for students, alumni, employers, and university partners. Requires excellent communication, organizational, and technological skills, and a passion for serving students in a collaborative, fast-paced environment.
Essential Duties And Responsibilities Administrative & Front-Line Support
Serve as the 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
Provide support, as needed, to other offices in the Division of Student Life
Handshake Operations
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
General Operations and Logistics
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 IDs and following processes in alignment with FERPA
Job Requirements: Education, Experience and Skills
Bachelor’s degree or equivalent work experience, and 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
Salary Range $50,000 - $55,000/year
Employee Benefits This full-time, exempt position includes full benefits and vacation, holiday, and sick leave. The university offers a generous benefits package, including tuition remission for graduate and undergraduate classes at Mount St. Mary’s University, a retirement program with a match, as well as a generous paid time off schedule. For a complete list of employee benefits, please visit the university HR page.
Status Full-time
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