American University is a student-centered research institution
located in Washington, DC, with highly-ranked schools and colleges,
internationally-renowned faculty, and a reputation for creating
meaningful change in the world. Learn more about
American University
Department:
Kogod School of Business
Time Type:
Full time
Job Type:
Regular
FLSA Status:
Exempt
Work Modality:
Full On Campus Presence
Union:
SEIU Local 500 - Provost & Enrollment Division
This position is part of a collective bargaining unit represented
by SEIU Local 500 - Provost & Enrollment Division. That means
the terms and conditions of your employment are governed by
university policy (including the Staff Personnel Policies Manual)
and any collective bargaining agreement entered into between
American University and SEIU Local 500 - Provost & Enrollment
Division.
Job Description:
Summary:
The Coordinator, Career Operations will play a pivotal role in
managing Career Development’s Front Desk as well as managing CAI
facilities, resources, event support, procurement processes, budget
reconciliation, and career related student funding payments. This
role supervises student workers and ensures excellent customer
service for internal and external stakeholders.
Essential Functions:
1.) Office Operations
- Manage physical and virtual operations to maintain efficiency and
a high level of service.
Career Development Front Desk: Open and close Career
Development suite daily and ensure front desk is fully staffed 9 -
5, M - F. Manage centralized email account & phone line and
route/respond to emails to ensure excellent customer support.
Assist students with scheduling or checking in for appointments and
in accessing events and resources. This role supervises Front Desk
Coordinators (student workers) as they provide partial front desk
coverage, primarily while school is in session. During breaks or
when there are gaps in coverage, this staff member will sit at the
front desk.
Facilities: Ensure that office space and equipment functions at
the highest performance level including facilities, equipment,
refreshments, office supplies, library resources, and
telecommunications. Manage reservation of Career Development
conference room(s) and headshot studio.
Equipment: Maintain detailed inventory of CAI physical
resources including event supplies, event laptops, iPads, and
swipes, Owl, nametag holder, etc. Effectively utilize storage in
CAI suites and manage reservation processes to ensure staff have
access to resources as needed.
Operations: Work with leadership to update SOPs to enhance
staff processes and effectiveness.
Strategic Planning: Work in partnership with leadership and KSB
finance team on operational and financial planning
initiatives.
2.) Event Operations
- Event Support: Provide key operational support for Career,
Alumni, and Industry Engagement events: Submit and track space
reservation requests, order catering. Provide standard event
signage as well as nametags as requested. Prepare materials,
supplies, and event kits in advance to ensure smooth and
professional event execution.
- Serve as main point of contact with campus catering and
KSB/campus-wide events support staff. Attend KSB meetings and
maintain effective relationships across Kogod and campus.
- Partnerships: Partner with internal stakeholders including
industry engagement, alumni engagement, and career development
teams to provide consultative support as requested. Provide project
management support for high visibility events as needed.
- Trek Support: Research hotel, transportation, and food options
and process related contracts and payments. Collect deposits as
needed and monitor credit/debit card payments on AU’s site.
- Calendar Management: Maintain internal programming and events
calendar(s) including sharepoint and/or kogodcareers outlook
calendar to update and share event holds.
- Subscriptions: Manages subscriptions for various publications
and professional organizations. Orders general office supplies and
manages office purchasing card.
3.) Budget and Procurement
- CAI Budget: Maintain annual budget reconciliation in
consultation with CAI leadership. Perform quarterly reconciliation
to share actuals and budget projections. Provide staff with best
practices and guidance for utilizing PCards and Travel cards and
for processing payments via Workday in accordance with university
guidelines.
- Contracts and Payments: Ensure prompt payment of office
expenditures with outside vendors. Maintain updated knowledge of
university procurement processes and best practices and manage CAI
procurement processes. Maintain accurate records of all contracts,
invoices, and renewal deadlines, ensuring timely and accurate
payments. Notify leadership in advance of renewal periods to ensure
adequate lead time for continuing or ending partnerships.
- Scholarships & Funding: Manage payment processes for
funding including trek or conference scholarships, hotel or travel
payments or reimbursements, etc.
- Subscriptions: Manage subscriptions for various publications
and professional organizations.
4.) Training of Student Workers and Other Duties
- Supervise student workers and represent team.
- Supervision: Hire, train and supervise student workers as
needed. The Front Desk Coordinators play a crucial role in
supporting CAI’s mission. In addition to welcoming students to the
suite and answering the phone/email, they also perform essential
functions such as reviewing and approving resumes and completing
special projects.
- Other duties as assigned: Facilitate special projects, serve on
committees, etc. as needed.
Supervisory Responsibility:
- Hire, train and supervise all Front Desk Coordinators (student
workers).
Competencies:
- Championing Customer Needs.
- Evaluating and Implementing Ideas.
- Developing Plans.
- Making Accurate Judgments and Decisions.
- Building and Supporting Teams.
Position Type/Expected Hours of Work:
- Full-time.
- 35 hours per week.
- The schedule is 9am - 5pm, Monday - Friday with some
evening/weekend hours.
Salary Range:
- $54,000.00 - $62,000.00 annually.
Required Education and Experience:
- Bachelor's degree or equivalent.
- 2 - 4 years of relevant experience.
Preferred Education and Experience:
- Master's degree or equivalent.
- 3 - 5 years of relevant experience.
Travel Required:
- Position may require domestic travel.
Additional Eligibility Qualifications:
1.) Values and Approach
- Team Orientation: Collaborate effectively and communicate
transparently while welcoming diverse viewpoints.
- Quality Focus: Consistently produce accurate and exceptional
work in dynamic environment.
- Initiative and Ingenuity: Generate innovative ways to create
and implement ideas.
- Continuous Learning: Maintain an optimistic outlook and
adaptable approach to work.
- Inclusive Leadership: Inspire and motivate others to meet goals
while providing clarity and empathy.
2.) Knowledges, Skills, and Abilities
- Strong organizational and project management skills.
- Excellent communication and interpersonal skills.
- Ability to build and maintain relationships with diverse
stakeholders, including students, employers, and faculty.
- Proficiency in using event management software, career services
management systems, and other relevant technology.
- Experience organizing large-scale events and coordinating
logistics for group travel.
- Ability to work independently and as part of a team in a
dynamic environment.
- Solid budget, excel, operations, facilities management, and
computer skills.
- Experience in project management, business, hospitality, event
management, or related field.
Other Duties:
- Please note this job description is not designed to cover or
contain a comprehensive listing of activities, duties or
responsibilities that are required of the employee for this job.
Duties, responsibilities and activities may change at any time with
or without notice.
Benefits
AU offers a competitive benefits package.
Click here to learn about American University's unique benefit
options .
Other Details
- Hiring offers for this position are contingent on successful
completion of a background check.
- Employees in staff positions at American University must
deliver their services to the university from either the District
of Columbia, Maryland, or Virginia, or perform work on-site at the
university.
- Please note this job announcement is not designed to cover or
contain a comprehensive listing of activities, duties or
responsibilities that are required of the employee for this job.
Duties, responsibilities, and activities may change at any time
with or without notice.
- American University is an
E-Verify employer.
Current American University Employees
American University current employees must apply through their
employee Workday account. If you are a current employee at American
University, please log into Workday and select the Find Jobs report
which will take you to our internal career listings.
Contact Us
For more information or assistance with the American University
careers site, email
theworkline@american.edu
.
American University is an equal opportunity, affirmative action
institution that operates in compliance with applicable laws and
regulations. The university does not discriminate on the basis of
race, color, national origin, religion, sex (including pregnancy),
age, sexual orientation, disability, marital status, personal
appearance, gender identity and expression, family
responsibilities, political affiliation, source of income, veteran
status, an individual’s genetic information or any other bases
under federal or local laws (collectively "Protected Bases") in its
programs and activities.
