Career Center Administrator
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Posting Details
The Career Center Administrator provides advanced administrative support and service to university constituents who interact with the University Career Center, independently leads and manages a full-service professional clothing closet, and coordinates university events that connect students and employers in high-volume and time-sensitive recruiting activities. Among the Career Center Administrator’s duties are providing comprehensive services to all constituents of the University Career Center, including leading the reception area, co-leading the Career Center Ambassadors program, ensuring proper procurement of software and supplies, and facilities management. The incumbent leads and manages the Wildcat Wardrobe, a donation-based and highly visible clothing closet, including providing guidance to students on professional attire and interview and networking etiquette. In collaboration with University Career Center employees and other professional development offices, the Administrator also coordinates programs for employer recruitment, including the management of interview rooms and recruiting events. The Administrator serves as a Notary Public and notarizes important employment documents for students as needed.
Duties and Responsibilities:
* Provide advanced administrative support across all constituents and teams who utilize the University Career Center, including students, employers, alumni, parents, and faculty & staff.
* Use independent judgment to expertly facilitate the connection of incoming calls and emails to the University Career Center in order to direct constituents to the appropriate resources and people as needed.
* Manage alumni access to Villanova’s career management platforms.
* Establish procedures and protocols to improve efficiency and effectiveness of administrative operations.
* Partner with various campus and external constituents, including serving as the office’s lead contact with Procurement, vendors who require payment, and Facilities and UNIT staff to ensure the University Career Center’s space, technology, and professional presentation are of the highest quality to all audiences of the university.
* Manage expenses and invoices including Amazon, Office Basics, and university-branded merchandise. As a Notary Public, notarize employment documents for students.
* Hire, train, manage, and mentor Career Center Ambassadors, student employees who operate the reception desk, provide front-line career advice to students, manage office space based on meeting and event requests, as well as other University Career Center initiatives.
* Partner with the Career Development team to ensure ambassadors are trained and effectively complete a range of tasks beneficial to office operations, events, and programs.
* Hire and manage Event Interns, student employees who represent and promote the Career Center at employer events and tabling across campus.
* In collaboration with the University Career Center Operations team, coordinate events and programs that connect students with employers for recruiting activity, including the management of interview rooms, university-wide career fairs, employer info sessions, external use and rental of Career Center space, and immersion trips that require extensive coordination and special attention to timing and time zones.
* To advance university knowledge of and relationships with key employers, support the Director, Operations & Assessment in data collection and validation process for university career outcomes surveys.
* Oversee and execute the Wildcat Wardrobe professional clothing closet.
* Advertise its availability as a resource to students, promote the option to donate to alumni, parents, and friends of the university, pursue corporate/retail donations in-kind, and manage a robust inventory system to ensure clothing sizes are varied and match student demand.
* Provide professional attire guidance to students who pick up clothing and connect students to additional support and resources throughout the university.
* Determine clothing needs for purchase as needed and communicate with donors in the stewardship of their gifts.
* Perform additional duties and special projects as assigned, especially by the Associate Vice Provost, Professional Development & Chief Career Officer to support university strategic initiatives.
Minimum Qualifications:Formal Education:
* High School diploma required. Some college education preferred.
Specific Job Knowledge:
* Understanding of the student experience and commitment to their well-being.
* General understanding of the operations of an office environment and its functions.
* General understanding of university operations and organization.
* Knowledge of Microsoft Office Suite, university student record management systems (i.e. Banner, SoftDocs), procurement systems (i.e. Concur), CRMs, project management, and other software systems.
* Understanding of professional attire standards.
* Current certification or desire to earn certification to serve as a Notary Public.
Minimum Work Experience:
* 5+ years of office and event management experience.
Work Skills:
* Excellent verbal communication, phone etiquette and email communication skills. Demonstrated customer service skills.
* Ability to manage multiple tasks simultaneously with extensive attention to detail.
* Demonstrated computer aptitude and skills to work in job posting software systems and Microsoft Office (Word, Excel, PowerPoint, Access, Microsoft 365).
* Ability to learn and work at a high functional level in a continually growing amount of diverse software systems.
* Ability to establish and maintain professional relationships and contribute positively as part of a team.
* Demonstrated ability to develop and nurture relationships with others, especially students. Experience working with diverse populations.
Equipment Knowledge:
* Personal computers, copiers, printers and fax machines.
Preferred Qualifications:
* Experience in an academic setting preferred.
Physical Requirements and/or Unusual Work Hours:
Special Message to Applicants:
Posting Date:
01/13/2025
Closing Date (11:59pm ET):
Salary Posting Information: Commensurate with experience. Salary Band: 13 Job Classification: exempt
References Needed
Minimum Number of References Needed: 2
Maximum Number of References Needed: 3
Supplemental Questions
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* * How did you first hear of this employment opportunity?
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Documents needed to complete your application:Required Documents
* Cover Letter / Letter of Interest
* Resume / Curriculum Vitae
Optional Documents #J-18808-Ljbffr