Administrative Assistant, Career Services

Provides administrative, programmatic, and employer relations support to the Career Services department. Manages job and internship listings, supports student employment processes, assists with large-scale events, provides guidance to employers and students, and helps maintain department communications, data collection, and compliance with related policies and regulations.

CORE DUTIES and RESPONSIBILITIES: 

·        Serves as initial contact for Career Services office, including Student Employment, managing general email/phone inquiries and routing as needed.

·        Advises and provides feedback to students on general, entry-level career development topics.

·        May assist with facilitating or delivering career education content within the classroom or academic space.

·        Supports student employee hiring, training, supervision, and performance feedback in collaboration with Associate and Assistant Directors. Provides guidance and/or feedback on work assignments and checks the quality of work.

·        Manages, maintains, reviews, and updates the College’s online student job board. Provides guidance to employers on utilizing the recruitment platform and ensures legal compliance with labor and immigration laws in internship/apprenticeship and employment postings.

·        Conducts program and event assessments, qualitative and quantitative, for continuous improvement.

·        Creates, audits, and regularly updates employer-facing communications including webpages, direct emails, announcements, recruiting newsletters, LinkedIn and Instagram posts, and event collateral.

·        Supports Associate and Assistant Directors with coordinating engagement initiatives, programs, and events.

·        Supports planning and facilitation of large-scale events including Internship and Recruitment Day and O-Launch Annual Exhibition.

·        Provides administrative support to program development including room reservations, email/marketing campaigns, catering orders, and event setup/breakdown.

·        Tracks participation in career-related programming and experiential learning/internships.

·        Supports management of department employment outcomes surveys, first destination surveys, and department data collection.

·        Provides partner onboarding and training related to student employment processes, including job posting, eligibility screening, hiring requirements, and timesheet/payroll follow-up.

·        Screens Federal Work Study (FWS) applicants for eligibility and forwards screened applications.

·        Coordinates with Financial Aid, Payroll, and Business Office to monitor federal work study allocations.

·        Processes invoicing and billing of employers for recruitment events, activities, and sponsorships.

·        Facilitates disbursements to pay invoices, honorariums, and vendors/independent contractors.

·        Supports budget allocation and management for student staff.

·        Renews existing partner agreements and MOUs annually.

·        Orders and manages inventory of department office supplies.

·        Performs other related duties as assigned.