Job Description
The Administrative Coordinator is the initial point of contact for constituents who contact Career Services – students, alumni, faculty, staff, employers, families, and guests. This position requires demonstrated administrative skills and an exceptional customer service orientation. Must have the ability to represent the office with tact, good judgment, and professionalism; and be able to manage varied and complex projects in a fast-paced setting.
JOB DUTIES/RESPONSIBILITIES:
OFFICE ADMINISTRATION (55%)
- Serve as first professional point of contact (front desk, phone, and email) for students, alumni, faculty, staff, families and other visitors to Career Services
- Provide administrative and operations support
- Assist with hiring, training, and ongoing development of student workers, including scheduling and tracking hours in Workday
- Facilitate consistent communication and collaboration across CS locations
- Coordinate department meetings including room booking and tech setup
- Order office supplies and keep track of inventory
- Develop and maintain office procedures and digital file management
- Oversee vendors and contracts
- Educate and train staff on office technology and systems
- Perform other duties as assigned
PROGRAM ADMINISTRATION (30%)
- Oversee Career Opportunity Fund, including communication with applicants, purchase review and approval, distribution and reconciliation of funds
- Assist with program planning, logistics, and execution (including room booking, catering, course materials, setup)
TECHNOLOGY and CAREER RESOURCE MANAGEMENT (5%)
- Research, evaluate and purchase appropriate career resources
- Manage Career Resource Library and establish procedures for library checkout
- Ensure new staff have access to office tools and technology
- Systems and data management (common tools and basic reporting functions)
BUDGET MANAGEMENT (10%)
- Collaborate with staff and leadership to reconcile office expenses
- Reconcile purchasing card; process expenses and reimbursements
CONTACTS:
Students: greet; schedule appointments; answer questions about Career Services.
Faculty/Staff: answer questions, provide information or refer calls to appropriate staff.
Parents/Families: answer questions, provide information or refer calls to appropriate staff.
Alumni: provide information and answer questions about Career Services
Vendors: evaluate resources for purchase, review proposals
SUPERVISION EXERCISED:
N/A
WORKING CONDITIONS/PHYSICAL EFFORT:
- No or very limited exposure to physical risk
- No or very limited physical effort required
- Work is typically performed in a typical interior/office work environment
QUALIFICATIONS:
Knowledge, skills & ability:
- Effective communication (includes written and verbal) skills including ability to act with diplomacy, tact and ability to handle confidential situations and materials
- Strong organizational, customer service and administrative skills
- Excellent decision-making and problem-solving skills
- Flexibility, respect for others, experience dealing with and having effective relationships with all levels of customers, ability to manage confidential and sensitive data
- Experience coordinating and/or supporting events
- Experience with budget management and record keeping
- Excellent interpersonal and leadership skills, and the ability to interact with diverse constituencies
- Ability to work independently and as part of a team
- Proficiency in computer software and online platforms including Microsoft Office, Zoom, Adobe Acrobat. Experience with Workday, Handshake, Slate, Airtable or other CRM, Raiser’s Edge, and Qualtrics preferred
education & experience:
- High school diploma or equivalent required; bachelor’s degree preferred
- Minimum three years of administrative experience in a fast-paced work environment
Pay Grade
Pay Grade 4, Non-exempt, hourly ($18.18/hr to $22.72/hr)
Full Time, Monday – Friday 7.75 hr/day, 38.75 hours weekly
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