Operations and Engagement Coordinator

Position Title & Department:

Operations and Engagement Coordinator; Career Development Center

Detailed Description:

The Operations and Engagement Coordinator plays a pivotal role in the seamless integration of operational excellence and engagement initiatives within the Career Development Center. Serving as the primary point of contact for the department, the Coordinator welcomes visitors, manages inquiries, and fosters a friendly, inclusive environment at our front desk. Reporting to the Senior Director, this position ensures the effective coordination of daily activities while providing vital administrative support for the center's key operational functions.

In addition, the Coordinator is instrumental in providing administrative and operational coordination of Mentor Match, the center's signature mentorship program, along with other key engagement initiatives aimed at connecting students with valuable career exploration opportunities. This role coordinates the administrative logistics, participant matching, and communications that facilitate these connections. In collaboration with team members, the Coordinator ensures these programs are smoothly executed and effectively contribute to student success and positive career outcomes.

Duties and Responsibilities:

Customer and Operations Support

• Serves as the primary point of contact for the department, in person and over the phone - expertly handling inbound inquiries, greeting visitors, and ensuring a welcoming and responsive service environment for all customers and stakeholders.
• Oversees the main Career Center email account, responding to and triaging inbound inquiries with a high degree of customer service.
• Responsible for the opening and closing procedures of the main Career Center lobby and student appointment check-in area.
• Responsible for the management and ordering of office supplies and resources.
• Assist Senior Director with budget tracking and reporting as necessary.
• Process payments for vendor renewals and other items through online systems and in coordination with the Procurement Department.
• Coordinate the administrative process for student financial awards and stipends, including processing payments, managing communications to recipients, and supporting the fulfillment of engagement incentives, prizes, and contest rewards.
• Assist leadership team and staff with logistics and administrative tasks for departmental initiatives and events; including data entry, room reservations, parking for external visitors, catering, and other related items as needed.
• Process user account accesses requests for career development platforms, including Handshake and TEAM; execute related reports and administrative tasks as needed.
• Provide task-based supervision for student assistants as assigned to support departmental projects and office operations.
• Provide administrative support to the Senior Director to ensure efficient operations.

Program Coordination and Engagement

• Coordinate and administer the operational tasks for Mentor Match and other departmental engagement initiatives to connect students with meaningful career experiences.
• Manage and maintain applicant/participant tracking systems to efficiently organize and execute programs connecting students with external stakeholders including employers, parents, alumni and others.
• Oversee and execute communications to participating students, ensuring the completion of required commitment tasks, meeting of deadlines, etc.
• Execute program-specific communications for professional mentors, alumni, and other external partners; serving as the primary point of contact for logistical inquiries and ensuring the completion of required program tasks.
• Collaborate with career counselors and the marketing team to ensure effective promotion of programs to students by equipping them with necessary information and/or directly sending communications as needed.
• Collaborate with the Employer Relations team to transition external partners and alumni into engagement initiatives; serving as the operational point of contact for onboarding and support within the program environment.
• Utilize systems and technology platforms such as PeopleGrove (TEAM) to enhance mentorship and other initiatives to connect students with meaningful career exploration and development experiences.

Strategic Initiatives Support

• Under the guidance of the Senior Director - serve as a liaison to the Leadership Team to support the three operational units (Employer/Alumni Relations, Career Counseling/Programming, Communications/Assessment) with strategic priorities and project/task facilitation that align with the center's goals and objectives as needed.
• Provide administrative support to the Leadership Team on an as-needed basis.

Minimum Qualifications:

• Bachelor's degree required. Substitution: A high school diploma and two additional years of work experience may substitute for Bachelor's degree, at the rate of two years of education is equivalent to one year of work experience.
• 1 year of related work experience required.

Preferred Qualifications:

• 2 or more years of related work experience.
• Strong project coordination skills with the ability to manage multiple tasks and deadlines simultaneously.
• Proven ability to work collaboratively within a team to achieve shared goals and objectives.
• High comfort level with technology, project coordination, database, and software systems.
• Strong problem-solving and analytical thinking abilities.
• Experience working effectively in an environment with frequent interruptions.