"Office & Administrative Specialist Senior - Office & Employer Relations Coordinator (SS26006)"

Job Description

The Office & Employer Relations Coordinator provides essential administration, support, and assistance for the coordination and delivery of high-quality career development services and employer and industry relations to approximately 15,000 students, alumni, employers, faculty, staff, and other Career Development Center and University visitors. This position serves as the department lead for strategic office operations and reception desk functions including: assisting with employer relations communications, documentation, as well as event planning and execution in collaboration with the Director and Assistant Director; assisting with hiring, training, and supervising of front desk student staff; development, assessment, and documentation of front office procedures; development, implementation and assessment of department policies; administration and oversight of the department budget in collaboration with the Director; collaboration with staff on compiling, analyzing, and presenting data annually via internal and external reports; triaging, responding, and referring to ambiguous constituent inquiries leveraging critical thinking quickly and professionally; and represent the Department at campus meetings and events and represent the University at external meetings and events as necessary. The individual in this position is expected to maintain a professional and positive demeanor as an externally-facing representative of the University at all times. This position also assumes several general office functions involving assisting with the oversight of the Director's schedule, maintenance of student employment records, assisting with the planning and booking of staff travel and expenses, maintenance of the organization of communal office areas, and monitoring, organizing, and ordering of office supplies and materials. Some evening and weekend work may be required. This position is not eligible for telework.

Minimum Qualifications

• Comprehensive knowledge of the principles and practices of office management sufficient to: plan, assign, and review the work of student staff; train and supervise student employees in specific tasks to improve and maintain performance levels; develop, implement, and maintain office procedures and work systems to resolve existing problems or respond to new systems or policies; develop deadlines for completion of work and special assignments.
• Ability to leverage excellent human relations skills and abilities to interact with others professionally and relate to multiple types of constituents (faculty, staff, students, parents, alumni, employers, etc.) in order to provide internal and external customers with information, assistance, and services. Issues are often complex, varied, and sometimes controversial.
• Ability to establish and maintain complex record systems (internal data tracking for annual reports, relationship management, event logistics, etc.) based on substantial program knowledge and superior organizational skills.
• Knowledge, experience, and ability to prepare and maintain budgets by: maintaining accurate records; tracking invoices and account statements; providing administration and management of the department's overall budget; providing accurate budgetary updates to the director; and making budgetary recommendations.
• Knowledge of communication, spelling, and grammar sufficient to: effectively and efficiently perform the job duties described above using reading, writing, and speaking skills; answer phones, take messages, and respond in writing to inquiries via email; communicate effectively with external constituents; write, prepare, and edit reports and other materials leveraging correct spelling, grammar, punctuation, and sentence construction.
• Ability to prepare and analyze a variety of data, selecting relevant information for integration into meaningful reports and responses to requests for information.
• Knowledge and skills related to data entry, keyboarding, word processing, and spreadsheet management. Competent with technology such as Microsoft Office (Word, Xcel, Outlook, PowerPoint, Teams, Power BI), Zoom, D2L, etc.

Preferred Qualification

• Demonstrated commitment to fostering a diverse working and learning environment.
• Experience working in a college/university setting.
• Evidence of previous student worker supervision.
• Understanding of University systems, academic cycles, calendar systems, and student life.
• Proven success working in a fast-paced, service-oriented, teamwork-driven environment.
• Ability to juggle multiple competing priorities for multiple staff members.
• Experience with ISRS student record system and career services management software (Handshake, Simplicity, CSO, etc.)