Plan, develop, and implement events for the Career Center, including logistics for each component of event.
Create event plans and protocols for department and program.
Assist with coordination and event staffing at all major career events such as career fairs; workshops; networking events; first-year and transfer orientation.
Oversee all event scheduling and partner with the Union, the WELL and Space Management to make sure appropriate space is booked for each event.
Evaluate program/event and budget considerations to determine requirements as to space, facilities, catering, technology, equipment, and other details.
Track events in appropriate events systems and in line with grant requirements.
Interact with a variety of campus and/or community constituents including working with students, alumni, faculty, staff and employers.
Provide assistance or present at meetings, workshops and special events on and off campus. Assist with outreach efforts to help promote career services and events both on-campus and at community events such as community college fairs.
Along with other Career Center staff, provide support for Handshake, online database for career services, events, and jobs and internships.
Provide back up support for social media functions, including posting, updating, and gathering analytical information for Facebook, Instagram, LinkedIn, Twitter and any other social media.
Evaluate event effectiveness with supervisor, and develop and recommend plans, goals and strategies to enhance events, programs and operations.
Maintain currency on the campus, division, department and programs, policies, mission, goals, objectives, achievements and infrastructure.
Collaborate with Student Affairs’ Communications and Career Center teams to design and implement Career Center marketing and communications.
Coordinate contracts and purchasing for facilities, catering, tables and chairs, parking, vendors, and travel requests. Process, document, and reconcile fund transfers and reimbursements, mini grants, personnel, supplies, and other purchases and accounting.
Monitor and maintain program budgets and related records. Manage tight deadlines and a multitude of accounting activities including general budget preparation, contract/grant reporting, data entry, financial reporting, accounts receivable, and support of budget and forecast activities in coordination with Student Affairs Strategic Business Resources (SABR) and UEI.
Work with Procurement and Contract Services, Accounts Payable, UEI Sponsored Projects, other departments and vendors to obtain price quotes, secure contract signatures, process purchase orders and travel requisitions, personnel transaction forms, pay vendors and reconcile budgets.
Perform a variety of administrative duties in support of alumni services and reimbursement of costs for self-support programs (e.g., College of Continuing Education).
Provide administrative support within department including preparing correspondence, emails, meeting notes, managing calendars and room requests; maintaining confidential files, and answering calls.
Hire, supervise and train student assistants to respond to calls, visitors and emails, and provide backup support for office including front desk customer service.
Assist in program development and planning, responding to and/or directing student, alumni, faculty, and employer inquiries related to career services; and researching, troubleshooting, and resolving related problems. Troubleshoot office technology problems and systems including campus-based systems/software (e.g., EAB, CMS, Handshake) and equipment for checkout.
Prepare information packets for career events.
Recruit, train and provide lead work direction for graphic design student assistant and provide updates on projects and graphic design needs.
Develop and implement student and alumni communications, engagement/recruitment and partnership strategies that address goals and priorities of the Career Center.
Coordinate the hiring activities for all student assistants, federal work study students, grant funded student assistants, etc., including advertisements, communications and processing appropriate paperwork.
Remind department employees to submit their time reports via the on-line timekeeping system and maintain attendance records.
Work with Student Affairs, HR, and UEI Payroll to resolve discrepancies.
Process timesheets and assist with timekeeping duties and administering payroll and troubleshoot timesheets and payroll as needed.
Assist with new staff workstation and technology access and key requests.
Create, manage, and maintain spreadsheets of inventory of IT items and email addresses/directory lists.
- Assist with set up and breakdown of Career Center events, including signage and materials.
- Support the Division and University missions, programs and events, and represent the Division and/or Career Center at events and on committees, boards, and teams as appropriate.
- Participate in divisional professional development and cross-training programs; develop and maintain a broad base of Student Affairs based knowledge, skills, and experience, and cross train others in administrative support.
- Work with various Student Affairs departments to provide administrative and logistics support during periods of peak demand or back up.Attend staff meetings and professional development as assigned.
