The Community Liaison & Operations Coordinator serves as the Institute's lead administrative professional responsible for coordinating daily operations, advancing strategic initiatives, supporting community engagement, and facilitating the successful execution of Institute priorities. Working under the general direction of the Executive Director, the incumbent exercises independent judgment in managing Institute operations, developing operational recommendations, coordinating cross-functional projects, administering budgets, cultivating community partnerships, and representing the Institute with internal and external stakeholders. The position provides operational leadership that enables the Institute to fulfill its mission through effective administration, program management, donor engagement, and strategic project coordination. Conversational Spanish is highly preferred due to the Institute's engagement with Spanish-speaking students, families, alumni, donors, and community partners.

Duties and Responsibilities:

1. • Coordinate daily operations of the Institute and establish operational priorities.
• Develop operational reports and strategic recommendations.
• Oversee operational systems, records management, and workflow.
• Coordinate stakeholder communications among University departments, donors, alumni, students, and community partners with guidance and approval from University Relations
• Recommend improvements to operational effectiveness and administrative processes.
2. • Represent the Institute at University, recruitment, alumni, donor, and community engagement events in the absence of the Executive Director and with guidance and approval of University Advancement. This will include frequent nights and weekends.
• Go to cultivation meetings with high level corporate representatives when ED cannot attend.
• Coordinate Institute presence, branding, logistics, and stakeholder engagement wiht guidance and approval of University Relations.
• Serve as the operational point of contact for visitors, community partners, and University constituents.
• Position represents the organization at other events, including potentially the Gala, in the absence of the Executive Director.
• Serve as the Institute's designated media spokesperson, responding to journalist inquiries and conducting print, radio, television, and digital media interviews as delegated by or in the absence of the Executive Director and with guidance and approval of University Relations.
• Exercise independent judgment in resolving operational issues, escalating strategic matters to the Executive Director when appropriate.
• Proactively identify opportunities, conduct research, and provide strategic recommendations to advance the Institute's goals. This includes assistance with gala fundraising efforts with high level executives, grant opportunities, social media, conference networking etc
• Translate materials verbally or in writing for Spanish speakers.
3. • Monitor operating budgets and prepare budget analyses and recommendations.
• Coordinate procurement processes and maintain compliance with University policies.
• Maintain operational information systems supporting Institute administration.
• Assist with annual planning, reporting, and assessment activities.
4. • Coordinate logistics for Institute programs, cultural events, donor cultivation activities, fundraising initiatives, advisory council meetings, and community engagement programs.
• Manage event timelines, registrations, vendor coordination, travel arrangements, and event communications.
• Assist with annual fundraising events, Hispanic Heritage Month programming, student leadership initiatives, and alumni engagement activities.
• Coordinate event follow-up and maintain records of participation and outcomes.
4.
• Draft correspondence, newsletters, invitations, reports, presentations, and promotional materials.
• Support donor stewardship communications and community partner engagement.
• Coordinate communications with scholarship recipients, alumni, advisory board members, and external stakeholders with guidance and approval of University Relations.
• Maintain professional relationships with University departments and community organizations.
5. • Assist with onboarding, scheduling, training, and supervision of student workers and graduate assistants.
• Assign and monitor administrative tasks and projects.
• Support office workflow management and ensure quality standards are maintained.
6. Other duties as assigned: Support special projects, strategic initiatives, and emerging priorities of the Executive Director and Institute.

Required Qualifications:

Bachelor’s degree – Business Administration, Public Administration
Higher Education Administration, Communications, Nonprofit Management, Marketing, or related field
5-8 years of event planning, nonprofit, higher education, or project management experience.
Other: Experience in event planning, nonprofit, higher education, or project management. Working knowledge of the Spanish language preferred.

Desired Qualifications:

Comprehensive knowledge of higher education administration, nonprofit operations, community engagement, project management, and organizational effectiveness. Demonstrated ability to coordinate complex initiatives, develop operational recommendations, administer Institute processes, and represent the Institute with internal and external stakeholders. Working knowledge of Spanish is preferred to support bilingual communication with students, families, alumni, donors, and community partners.

Describe: Demonstrated ability to analyze operational issues, evaluate alternatives, interpret University policies, recommend solutions, and assess program effectiveness. Exercises sound judgment in balancing competing priorities while supporting Institute goals and strategic initiatives.
Describe: Demonstrated experience managing multiple concurrent projects from planning through implementation, including conferences, community engagement initiatives, fundraising activities, advisory council meetings, and student programming. Ability to coordinate cross-functional teams, establish priorities, monitor progress, and evaluate outcomes.
Describe: Advanced proficiency with Microsoft Office Suite, database and CRM systems, virtual meeting platforms, presentation software, and University administrative systems. Ability to develop reports, manage operational data, analyze information, and support efficient Institute operations through effective use of technology.
Describe: Provides professional administrative coordination supporting Institute operations, including workflow management, operational documentation, executive communications, project coordination, scheduling of Institute initiatives, and organizational support necessary for the effective administration of the Institute. Exercises independent judgment in coordinating daily operations and resolving routine operational matters.
Describe: Proficient in the operation of University-issued laptops, classroom and presentation technology, audiovisual equipment, copiers, printers, and virtual meeting technologies used to support Institute programming and events.

Describe: Excellent written communication skills with demonstrated ability to prepare executive reports, strategic recommendations, donor correspondence, newsletters, presentations, marketing materials, meeting agendas, operational documentation, and official University communications requiring accuracy, professionalism, and confidentiality.
Describe: Excellent interpersonal and presentation skills with the ability to effectively communicate with students, families, faculty, University leadership, alumni, donors, corporate partners, community organizations, and external stakeholders. Represents the Institute at meetings, recruitment events, conferences, and community programs while exercising diplomacy, professionalism, and sound judgment.

Salary Range:

$40,000 - $55,000

Exempt/Nonexempt: Exempt

Physical Demands: General Office Environment

Special Instructions to Applicants:

Benefits Information: 

Full Time Benefits

Life today is complex. That’s why Seton Hall University offers a comprehensive package of benefits and programs to help you simplify and enrich your life.

These benefits are important elements of your total university compensation package. Benefits include but are not limited to bundled medical, prescription, and vision insurance, dental insurance, and life insurance, and retirement plan. More information is available at https://www.shu.edu/human-resources/benefits.html. 

Seton Hall University is located in South Orange, New Jersey, 14 miles from New York City. It is the oldest Catholic diocesan institution of higher education in the United States and is home to about 6,300 undergraduate and 3,700 graduate students. A vibrant and culturally inclusive community, Seton Hall pursues academic excellence and ethical development in a collaborative environment and prepares its students to be servant leaders in their professional and community lives. Seton Hall University is an equal opportunity employer. It honors diverse perspectives and welcomes employees from all faith traditions. In turn, its employees respect Catholic beliefs and values, engage in servant leadership, and support the University’s mission as a Catholic institution of higher education.