Administrative Coordinator

At the Mendoza College of Business, we believe business must be a force for good. Guided by our Catholic character, we cultivate ethical leaders who integrate mind and heart - professionals with the competence to see challenges clearly and the courage to act decisively to improve the human condition.
The Career Success & External Engagement team equips Mendoza graduate students with the tools, connections, and confidence to thrive in a dynamic global marketplace. We bridge classroom learning and career outcomes through experiential learning, coaching, corporate partnerships, and our global alumni network.
As Administrative Coordinator, you are the on-campus operational engine behind our student, alumni, and employer-facing initiatives. Reporting to the Operations Manager and supporting the Senior Director, you will drive key logistical, financial, and administrative processes across all four pillars of our division.
Key Responsibilities:
Operations & Financial Support
Process contracts, invoices, payments, and expense reconciliations in alignment with budget tracking goals.
Collect and report data for annual rankings submissions and departmental metrics.
Maintain department web pages and coordinate cross-functional event logistics and communications.
Career Development Programming
Manage logistics for career workshops, panels, corporate treks, and courses like Career Leadership and Bridge to Success.
Oversee administrative processes and expense tracking for national affinity conferences (e.g., National Black MBA, veterans conferences).
Support student communications, résumé directory distribution, and engagement tracking.
Handle room reservations, catering, setup, and on-site support for career events.
External Engagement Programming
Coordinate logistics for employer visits, alumni events, Advisory Board activities, Alumni Fellows programs, and Business Development initiatives.
Manage end-to-end event execution- including registration, scheduling, catering, and participant communications- to deliver high-touch stakeholder experiences.
Experiential & Global Learning
Draft Memoranda of Understanding (MoUs), manage processing in buyND, and track contract completions.
Utilize tools like Airtable to manage itineraries, mail merges, stewardship efforts, and student data.
Provide administrative and potential on-the-ground logistical support for quarterly Grow Irish Week immersions (March, June, October, December).
Senior Leadership & Team Support
Assist the Senior Director with calendar management, scheduling, and strategic initiatives.
Plan and facilitate team meetings, retreats, and internal team-building activities.
Minimum Qualifications
Bachelor’s degree or equivalent combination of education and experience.
2+ years of experience in higher education, administration, event coordination, or program management preferred.
Proven organizational, time management, and multi-tasking skills with high attention to detail and accuracy.
Strong written and verbal communication skills; comfortable engaging professionally with diverse stakeholders, including senior leaders, alumni, and employers.
Proficiency in Google Workspace; familiarity with event platforms or procurement/financial software preferred.
Strong judgment and discretion when handling confidential or sensitive information.
Preferred Qualifications
Experience with financial administration (budgeting, expense tracking, reimbursements).
Familiarity with project management tools (e.g., Monday.com, Airtable).
Core Competencies
Adaptability & Initiative: Proactive learner with strong accountability, flexibility during busy academic cycles, and readiness to support special projects.
Collaboration & Service: Customer-service-oriented team player capable of building strong relationships across departments.
Work Environment & Physical Demands
Ability to move throughout the office/campus to support events and meetings.
Flexibility to work occasional early mornings, evenings, or weekends as needed.
Willingness to travel domestically and internationally as required.

Employment type
Full-time

Work arrangement
No