Career Coach / Administrative Assistant

The Career Coach / Administrative Assistant serves as a key resource in fostering student success by providing comprehensive verification/documentation of graduate placement, career development support for students and graduates and high-level administrative assistance. This dual-role position is dedicated to empowering students and graduates to achieve their academic and professional aspirations through

personalized coaching, while ensuring efficient executive-level administrative operations that enhance overall organizational effectiveness.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES:

Career Coach Responsibilities

• Verify and Document Graduate Employment: Acquire and document according to policy and accreditation standards in-field placement/employment waivers for approximately 200 graduates annually. Track placements according to ABHES reporting specifications for the annual reporting.
• Track Graduate and Employer Satisfaction Surveys: Assist with disseminating and compiling surveys and results for accreditation purposes and process improvement purposes.
• Document all Career Services Outreach: Keep detailed records of CS outreach to both groups and individual students and graduates.
• Conduct Outreach Activities: Develop a schedule for and conduct the following outreach activities throughout the quarterly and annual cycles:
• Build Connections: Help foster relationships with students beginning at New Student Orientation, work with direct supervisor and the Director of Community Relations, to maintain local employer relationships to expand opportunities for student jobs, employer panels, mock interviews, and quarterly job fairs.
• Career Readiness Workshops: Work with direct supervisor and the President to assist in planning and delivering workshops for students, provide classroom presentations if requested, and conduct virtual webinars on career topics. Help students learn how to use career tools such as Handshake, LinkedIn, and Big Interview.
• Maintain Job Boards and Student Resources: Keep campus student job boards updated with entry-level opportunities. Share resources that support student employment and career exploration.
• Provide Supportive Career Guidance: Assist with group and one-on-one sessions to help students with resume writing, cover letters, interview preparation, job search strategies, and soft skills like communication and teamwork. These group workshops should be held twice quarterly, and three times a quarter is preferred.
• Support Career Events: Assist in the organization and promotion of career fairs, employer panels, resume workshops, and other events in collaboration with the Student Success Center, Student Services, and Community Relations teams.
• Assist with Federal Work Study Program: Provide administrative and student support to the Student Success Center Coordinator for the Federal Work Study program, as needed.
• Track Student Engagement: Monitor student participation in career services and assist with collecting data for reports on student outcomes.
• Support Special Populations: Offer tailored career support as necessary for the career aspirations and background of the student or graduate, i.e., first-generation students, international students, and others who may need additional guidance.
• Assist with tracking Graduate Success Spotlight alumni recognition program responses.

Administrative Support Responsibilities

• Maintain Accurate and Confidential Records: Support the Vice President of Accreditation, Compliance, and Student Services; and the President in managing records with precision and confidentiality, ensuring compliance with institutional policies and FERPA regulations.
• Support Accreditation and Compliance Efforts: Assist the Vice President of Accreditation, Compliance, and Student Services with preparing and maintaining accreditation and regulatory documentation, organizing site visit materials, and supporting reporting processes.
• Commencement Support: Participate on the Commencement Committee and contribute to of event planning, logistics, and communications as requested.
• Schedule and Document Meetings: Organize leadership and other meetings by preparing agendas, managing logistics, recording and distributing minutes, and tracking follow-up actions when necessary.
• Manage Communications and Office Tasks: Monitor and prioritize incoming communications, ensuring timely responses. Perform general administrative duties such as maintaining office organization.
• Conduct Audits and Research Projects: Perform periodic audits of files and other records as directed.
• Support research and project management tasks related to student services and institutional initiatives.
• Prepare Professional Documents: Provide accurate information for the catalogs and other official documents with attention to detail and clarity.
• Uphold Integrity and Discretion: Exercise the highest level of professionalism and confidentiality when handling sensitive information and supporting institutional processes.

Other

• Member of the Commencement Committee.
• Member of the Community Relations Committee.
• Performs other duties as assigned.

QUALIFICATIONS:

SKILLS/ABILITIES: Organizational and research skills. Student-centered mindset. Data-informed decision-making. Collaboration and relationship-building. Experience in career services, academic advising, or student support roles. Proficiency with student information systems. Online education experience preferred.

EXPERIENCE:

2 years of experience in student affairs, career services, or a related field.

EDUCATION: Bachelor’s degree in education, counseling/advising, human resources, or a related field.

ADDITIONAL REQUIREMENTS:

Excellent communication skills for internal and external interaction via face-to-face, text, email, and other forms of communication.

Excellent verbal, interpersonal, and written communication, problem-solving, and customer service skills required.

Comfortable with teamwork and a high degree of accountability.