Administrative Coordinator, CDC

The Administrative Coordinator provides the administrative and operational management for Loyola's Career Development Center, supporting both on-campus student employment and employer relations functions. This role oversees the day-to-day compliance, data, and logistical work behind the Federal Work-Study (FWS) program and Handshake, the university's career database, ensuring accurate records, timely reporting, and smooth coordination between the Career Center, Financial Aid, Human Resources, employers, and students.


Reporting to the Director of Career Development, the successful candidate will fulfill the following areas:

Federal Work-Study & Student Employment Administration

• Coordinate student hiring and ensure timely onboarding in partnership with HR and Financial Aid, with particular focus during the peak hiring and onboarding season from August through mid-October.
• Serve as the primary liaison to Financial Aid and HR to ensure compliance with FWS hiring and payroll processes.
• Support the Employer Relations Coordinator in reviewing job descriptions and postings for clarity and policy compliance.
• Maintain accurate records and provide regular reports on student employment participation.
• In collaboration with the Director for Career Development, oversee student employee evaluation processes ensuring career competency development is integrated into supervisor evaluation of student employees.
• Support strategic assessment of student employee experiences and learning outcomes.

Employer & Recruitment Administration

• Organize and manage logistics for on-campus recruitment events, including weekly Employer Spotlight sessions, semesterly career fairs, networking events, and on-campus interview days.
• Oversee administrative aspects of Handshake, Loyola's job and internship board.
• Support new employer requests to join Handshake and review job and internship postings for compliance with Career Development Center policies.
• Provide administrative support to employers, including triaging inquiries and offering technical support as needed.

Data & Communications Administration

• Maintain and update the data management system related to employer outreach, recruitment activities, and student engagement.
• Generate reports summarizing recruitment events, employer outreach, and student engagement activity.
• Communicate job and internship opportunities to students and the campus community.
• Process employer outreach into job and internship postings and on-campus recruiting events.
• Oversee the vetting and approval of all for-credit internship reports in Handshake.

Purchasing Support & Budget Administration

• Oversee submission of purchase orders, requisitions, and catering requests for departmental programming and events.
• Provide general budget support for career programming and departmental needs.

Departmental Administration

• Manage the day-to-day operations of the Career Development Center including ensuring a welcoming presence, general office support, and project management.
• Other duties as assigned.

• Minimum High School diploma, GED, or equivilant required; 
• Minimum 1 year of administrative experience.
• Strong organizational skills with a keen attention to detail.
• Strong oral and professional communication skills, with demonstrated success providing excellent customer service through email, phone, and in-person interactions.
• Comfort with data tracking, process improvement, and project coordination.
• Proficient in Microsoft Office and Google Suite, including Excel, and adept at data analysis and report generation.
• Experience with database systems, report creation, and spreadsheet management.
• Knowledge of basic project management principles and practices.

Additional Desirable Qualifications

• Associates Degree or Bachelors Degree preferred.
• Familiarity with Handshake or similar career services platforms.
• Experience in career services, human resources, talent acquisition, higher education, or a related field.

PHYSICAL REQUIREMENTS

• Ability to perform job duties with or without reasonable accommodations.