Job Description

position SUMMARY:

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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