Office Manager/Events Coordinator (Office & Admin Specialist Int)

Job Description

1. Manage employer registrations and support on-campus career fairs, including but not limited to Inside the Internship, College of Liberal Arts Career & Internship Fair, College of Science & Engineering Career & Internship Fair, and College of Business Career and Internship Fair.
   • Work closely with campus departments to meet fair objectives and mission; as well as identify new and existing employers
   • Incorporate a strong employer recognition component for each event that rewards and promotes sustained participation in events
   • Represent Career Services professionally when communicating with employers, speakers, consultants and student participants; nurture relationships to ensure repeat business
   • Perform functions including database management and financial reporting.
   • Determine eligibility of employers and WSU students requesting participation through interpretation of registration criteria and department policies; make exceptions as deemed appropriate
   • Process employer registrations and disperse funds to appropriate cost centers; manage database including mailings and updates to the database; oversee the process for support materials, entrance badges, confirming registration, sending invoices, tracking and managing registration fees.
2. Direct employer inquiries and approve job/internship postings from on and off campus employers.
   • Respond to and direct employer inquires (via email/phone/in-person) regarding career fairs, job postings, and other employer engagement opportunities
   • Examine and approve employment/internship opportunities suitable for students, graduates, and alumni of Winona State University
   • Oversee the posting of on-campus Student Help, Work study, and Graduate Assistantships into Handshake
   • Verify all data prior to posting to ensure accuracy, meeting recruiting deadlines
   • Direct employers to space rental options with the Student Union and college connections
   • Other duties as assigned
3. Oversight and maintenance of online recruiting system, Handshake.
   • Serve as the primary contact for troubleshooting access issues and communicating electronically regarding effective use of the system via regular updates, new features, and updating profiles.
   • Manage database, authorizing appropriate sign-on and access rights, password updates, etc. for all users including staff, employers, current students and alumni
   • Update database with current list choices/labels and customize fields/module visibility
   • Update employer and student/alumni records, maintaining confidentiality of information
   • Create queries and generate reports on usage weekly, monthly, and annually
   • Monitor, resolve, and troubleshoot Handshake functional issues; research, recommend and communicate solutions with vendor; serve as primary contact with vendor
   • Serve as the 'Help Desk' for questions related to Handshake
   • Author internal and external procedures, terms and conditions of usage to comply with FERPA and Minnesota Data Privacy Act, and processes in support of Handshake operations related to employer postings and student/alumni user program operations
   • Other duties as assigned
4. Office Manager
   • Manage and oversee the day-to-day Career Services front office operations. Create an environment that is professional, helpful and friendly giving clientele assistance and leaving them with a positive impression of their visit/contact.
   • Develop administrative and programmatic procedures to expedite workflow.
   • Assist the Department in creating awareness of Career Services operations and objectives; possess an overall knowledge of other departments and resources on campus.
   • Manage daily administrative operations, using innovative thinking to resolve problems; make exceptions as deemed appropriate, taking into consideration all potential ramifications of the decision
   • Track expenditures for office supplies, printing, books, subscriptions, memberships, copying charges and postage to ensure remaining within budget
   • Handle all departmental purchasing.
   • Process departmental purchases through Workday and Marketplace.
   • May be asked to participate on committees or task forces
   • Perform miscellaneous duties as assigned by Director
   • Monitor compliance with university policies, procedures, regulations and appropriate laws. Stay abreast of WSU business office practices to be sure Career Services is compliant with procedures and that the most current forms are being used
5. Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of the organization as a viable business partner.