POSITION:

The Administrative Assistant is a highly skilled clerical and support position requiring excellent customer service skills and the ability to exercise independent judgment.  This position involves the performance of high-level and complex office duties, managing the daily office operations of a busy Career Center including the front office customer service area, online and print career resources, online job postings, office staffing, department purchasing and department finances.  Requires considerable contact with a variety of customers including students, alumni, employers, and faculty.  Supervises and trains student assistants.  Provides administrative support and clerical assistance to the Director of Career Development.  Work is performed under the direction of the Director of Career Development.

DUTIES AND RESPONSIBILITIES:

Maintains a working knowledge of all department programs and services.

Manages customer service area including greeting students, faculty, and employers, answering questions in phone and in person, scheduling appointments, and maintaining reception and employer recruiting areas.

Monitors, distributes and answers daily emails from the Career Services email account.

Assists with policy development, interpretation and enforcement for the department. Develops standard operating procedures for the department.

Serves on department teams as assigned including student supervisors’ team, marketing team and information resources team.

Provides administrative support and clerical assistance to the Director of Career Development including calendar management, scheduling, travel and meeting and event support.

Ensures office filing system is maintained; ensure copies of all essential documents or forms are placed in respective file.

Assists at career development outreach, programs and events.

Coordinates all department purchases, reconciles procurement card statements and maintains detailed purchasing records. Monitors department budgets in Banner system.

Controls inventory and purchases supplies; keeps storage areas organized.

Maintains Career Resource Library including purchase of books and print materials, upkeep of computer stations, cataloging books, and serving as liaison to Gumberg Library.

Maintains department technology including purchasing, monitoring, and maintenance of computers, printers, and other equipment.

Processes incoming jobs for posting on the Handshake online career management system, communicates with employers and sets-up employer accounts in the system.

Schedules information tables for visiting employers.

Helps alumni navigate registration on Handshake and verifies and approves alumni accounts.

Supervises, hires and trains student aides working in the department; manages students’ work schedule to ensure office and event coverage, maintains statistical data concerning student employment and conducts performance evaluations.

Manages credential service for graduate school applications including establishing and maintaining student files and working with faculty writing recommendations.

Manages reciprocity service with other universities including responding to requests for reciprocity and maintaining accurate records.

Performs additional duties as assigned by the Director of Career Services.