Operations Administrator

POSITION SUMMARY:The Career Development Operations Administrator serves as the Office for Career Development's principal administrative and operations professional, responsible for coordinating the day-to-day functions that support student career services, employer engagement, recruiting programs, and departmental operations. The Operations Administrator oversees career technology platforms, employment databases, recruiting logistics, communications, reporting, and office administration to ensure the efficient delivery of services to students, employers, alumni, faculty, and external partners. Working collaboratively with the Assistant Dean, Executive Director, and Associate Director, the Operations Administrator provides operational support for career initiatives while ensuring the accuracy, organization, and effectiveness of departmental systems and processes.ABOUT ST. THOMAS UNIVERISTY COLLEGE OF LAW:Founded in 1984, St. Thomas University College of Law is one of the most diverse access law schools in the United States. It is part of St. Thomas University, founded in 1961 as Biscayne College by the order of the Augustinian Friars. St. Thomas University is an urban, student-centered, Catholic university with rich cultural and international diversity, dedicated to developing leaders who contribute to the economic and cultural vitality of the regions they serve. To this end, the College of Law remains committed in teaching, scholarship, and service, to fostering a public order of human dignity, to training lawyers sensitive to the needs of the region’s underrepresented communities, and to expanding access to professional opportunities which includes active partnerships with business, government, and the South Florida Community.Equal Opportunity:St. Thomas University provides equality of opportunity in education for all persons, including faculty and staff (with respect to recruitment, hiring, retention, promotion, tenure, compensation, terms and conditions of employment, termination, and the like) and students, including applicants for admission and enrolled students (with respect to admission, retention, and the like), except that the University (1) will maintain its Catholic values in the operation of the University, and (2) may exercise a preference for Catholic faculty in recruitment and hiring. (The general norm of the Apostolic Constitution on Catholic Universities states that “the number of non-Catholic teachers should not be allowed to constitute a majority within the institution.”) St. Thomas University also provides its students and graduates with equal opportunity to obtain employment, including the requirement that every employer to whom it furnishes assistance and facilities for interviewing and other placement services must observe the principles of equal opportunity.Nondiscrimination:Except for the maintenance of Catholic values in the operation of the University and a preference for Catholic faculty in recruitment and hiring, discrimination on the basis of race, color, ethnicity, religion, national origin, sex, gender, gender identity or expression, sexual orientation, age, disability, or military status, marital or familial status, or any other category that is or becomes protected by law, is strictly prohibited.Accreditation:St. Thomas University College of Law is fully accredited by the American Bar Association and is a member of the Association of American Law Schools (AALS). St. Thomas University is accredited by the Southern Association of Colleges and Schools Commission on Colleges.ESSENTIAL DUTIES AND RESPONSIBILITIESCareer Services Operations:Coordinate the daily administrative operations of the Office for Career Development.Maintain office procedures, calendars, workflow, and departmental records.Serve as the primary administrative contact for students, employers, faculty, alumni, and visitors.Coordinate departmental purchasing, office supplies, equipment, and operational resources.Career Technology and Data ManagementAdminister Symplicity and other career management technology platforms.Manage employer, student, alumni, and recruiting databases.Maintain online job postings, document libraries, surveys, and electronic career resources.Ensure the accuracy, integrity, confidentiality, and security of employment and recruiting data.Generate departmental reports and statistical information supporting employment outcomes and strategic initiatives.Recruiting and Employer SupportCoordinate employer recruiting logistics, including On-Campus Interview programs, resume collections, interview schedules, and recruiting events, including but not limited career fairs and networking events.Support employer registration, recruiting communications, and recruiting program administration.Maintain employer contact databases and outreach distribution lists.Assist with employer appreciation initiatives and relationship-management activities.Student Services and Alumni SupportCoordinate student appointments and departmental scheduling.Support mandatory counseling initiatives through student communications, intake administration, and completion tracking.Assist with Pro Bono and career program administration.Process Reciprocity requests.Communications and MarketingCoordinate departmental announcements and electronic communications.Assist with website updates and online career resources.Support social media content and promotion of student employment successes, employer partnerships, and office programming.Maintain departmental publications and marketing materials.Event and Program AdministrationCoordinate logistical support for career fairs, networking events, employer panels, workshops, mock interview programs, and special initiatives.Manage room reservations, event registration, catering, materials, and vendor coordination.Assist with event budgeting, invoices, purchasing documentation, and post-event records.Operational Compliance and ReportingMaintain accurate departmental records and documentation.Support employment reporting and data-collection efforts for ABA, NALP, and institutional reporting.Monitor administrative processes to ensure consistency, accuracy, and compliance with University policies.Recommend improvements that increase operational efficiency and service delivery.Attend and participate in local, national, or online trainings in reference to professional development.Perform other duties as assigned.SUPERVISION EXERCISEDNo formal supervisory responsibility.The position may coordinate the work of student assistants or temporary personnel related to office operations, recruiting programs, and events.POSITION QUALIFICATIONS/SPECIFICATIONS:Bachelor's degree from an accredited institution.Three years of progressively responsible administrative, operations, program-management, or related professional experience.Experience coordinating multiple projects and deadlines in a fast-paced environment.Strong proficiency with Microsoft Office and database or information-management systems.Strong communication, relationship-building, counseling, organizational, and presentation skills.Willingness to work occasional evenings and weekends when necessary.Skill in event planning and promotion.Experience in higher education, legal education, career services, recruiting, or professional services.Experience administering Symplicity or a comparable career-management platform.Experience supporting employer relations, recruiting programs, events, or employment reporting.Familiarity with data reporting, survey administration, website maintenance, or CRM platforms.Manual dexterity to efficiently operate a computer keyboard and other business machines.Ability to occasionally lift and carry moderately light materials weighing up to approximately 10-15 pounds.The position might require irregular work hours and transportation to meetings and events outside of STU Law campus.Ability to work evenings and weekends as necessary.Important Note:This is not an exhaustive list of all responsibilities, duties, and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs. #J-18808-Ljbffr