What are the responsibilities and job description for the Operations and Communications Coordinator position at Lawrence University and Careers?
Reports To: Dean of the Career Center
Location: Appleton, WI
Position Type: Part-Time (non-exempt)
Location: Appleton, WI
Position Type: Part-Time (non-exempt)
Primary Objective:
The Operations and Communications Coordinator provides operational and communications support for the Career Center (CC), including the areas of general office administration, budget, marketing and communications, employer and alumni relations, and student staff supervision.
Job Responsibilities:
Budget Support
- Create and submit Emburse reports twice a month for CC staff.
- Maintain record of purchases and all expenses in CC budget and reconcile bi-monthly with Organizational Reports.
- Review Organizational Reports with Dean at least monthly, and when requested.
- In collaboration with the Dean, assist in annual operational budget process by managing budget requests from staff (professional development and programming), analyzing past expenses and forecasting new ones, and aligning all with individual budget line items.
- Submit annual budgets for CC.
- Prepare reimbursement forms on Emburse and submit invoices from vendors.
- Manage petty cash.
- Collect refundable cash/checks trip deposits.
Marketing and Communications Support
- Write and edit messaging for events, programs, and funding in emails, newsletters and the CC website, social media, Handshake, and the LU Insider.
- Utilize Handshake software to create targeted email contact lists, post events, research student and employer engagement, approve jobs and employers, and more.
- Use Constant Contact to build and send emails and newsletters, import contact lists to target constituencies, and maintain current contact lists.
- Strategically manage the timing of messages sent from the CC, as well as across social media platforms and the LU Insider.
- Create images on Canva and resize for Instagram, horizontal and vertical digital displays, posters, the LU Insider, FB events, email headers, and handouts.
- Submit and coordinate timing and distribution of print jobs to ensure highest engagement for events and programs.
- Use LU online systems to submit digital displays, reserve rooms, order catering, request IT equipment, submit financial requests, request print services and work orders, update events to the LU calendar, and reserve vehicles.
- Collaborate with colleagues across campus (Director of Fellowships, Dean of the Conservatory, Director of Off-Campus Programs) to promote events by using the appropriate version of the Marketing Checklist.
- Continually update Marketing Checklists for various scenarios (in-person, virtual, hybrid, and large event programming).
- Maintain an active membership in Association of Career Center Communication Professionals (AU3CP).
Employer Relations Support
- Assist the Dean, the Assistant Director of Employer and Alumni Relations and the Assistant Director of Internships with events, which can include: planning, executing, evaluating, and optimizing on-campus, hybrid and remote events, employer visits and interview schedules, including reserving rooms and equipment, catering, ordering guest wireless access, scheduling 1:1 chats, creating and testing zoom links, gathering materials, and escorting employers/alumni to events.
- Manage event communications across Lawrence’s constituents, including students, alumni, employers and community partners.
- Collaborate with multiple university/faculty representatives to ensure employer visits meet employer, faculty, and student needs.
- Respond to potential employers and email instructions on how to post opportunities on Handshake.
General Office Operations
- Schedule students and alumni for various appointments, events, mock interviews and 1:1 chats.
- Respond to student needs, answer questions and redirect students as appropriate.
- Maintain CC calendar and schedule meetings/appointments for staff.
- Manage CC email and voicemail accounts and respond to/forward messages as appropriate.
- Schedule departmental meetings, create initial agendas, and upload weekly agenda to Teams.
- Assist in the interview process by creating schedules for screening and final interviews (both in-person and virtual), making lodging arrangements, and messaging candidates and interviewers throughout the process.
- Assist in the onboarding and offboarding process with new hires and exiting employees and maintain those checklists up-to-date for various scenarios (in-person and virtual).
- Maintain data collection with current event and interview room usage.
- Ensure records are maintained in department’s share folder and in SharePoint.
- Renew staff memberships in professional organizations.
- Maintain departmental subscriptions to job posting sites, journals and other publications.
- Purchase office supplies, books and other resources.
- Coordinate servicing of office equipment.
- Communicate with IT Help Desk when technical issues arise and assist in resolution.
- Manage messaging between CC and Chapman Hall Bldg. Coordinator.
- Coordinate open/locked CC door times with Campus Safety for academic year, summer hours, and special events.
- Reference student funding/donor account information.
- Maintain a professional and welcoming office space and organized Work Room.
- As appropriate and time allowing, serve on a campus committee.
Student Staff Supervision
- Train and oversee Marketing & Media Assistants on the Front Desk duties and projects.
- Hire, train and supervise Front Desk Assistants.
- Assist in training of Career Peer Educators with the newsletter process and provide Constant Contact support.
Working Relationships:
Will work with Lawrence community and external constituents (CC and CCE staff, students, campus faculty/administrators, alumni, employers, and community partners).
Preferred Skills and Experience:
1. Bachelor’s degree
2. Prefer 3 or more years of previous administrative experience with solid technical skills (Canva, Constant Contact, Handshake, Microsoft Office (Excel, Word, PowerPoint, Teams), Zoom and willingness/aptitude to learn new applications.
3. Experience is using online communication platforms (e.g., Instagram, TikTok, X, LinkedIn, YouTube, Facebook).
4. Excellent oral and written communication skills and ability to prioritize and manage multiple tasks simultaneously in high-traffic office.
5. Outstanding organizational, time management, prioritization and inter-personal communication skills with an appreciation for accuracy and attention to detail. Desire to learn with a focus on continuous improvement. Responsive and flexible.
6. Sensitivity for and confidentiality of materials/information processed.
7. Ability to work independently while maintaining collaborative spirit with supervisor and colleagues.
Employment Requirements:
Employment Requirements:
Must have successful completion of criminal and MVR background check, meet University Authorized Driver Policy requirements, and favorable completion of reference checks.