Office of Human Resource Management

The Division of Student Affairs Career Center is seeking to hire an Administrative Specialist II. The selected candidate will report to the Director of the Career Center, and provide a wide range of administrative support including management of the Director’s calendar, scheduling of all meetings, coordinating meeting logistics, researching and preparing materials, and serving as a key point of contact for alumni, current students and other constituents in a professional, courteous and helpful manner. Prepares a variety of correspondences and reports; drafts memos/letters and emails in response to routine questions.  Will assist with responsibilities that include: Execute various tasks crucial to the efficient operation of the Career Center office during the Director’s travel periods.  Ensures the Career Center runs smoothly by working collaboratively and maintaining an upbeat, positive attitude and other administrative activities supporting the Career Center function as the Director assigns.

Duties and Responsibilities: 

• Maintain a diverse and complex document filing system
• Provides high-level executive secretarial assistance to the Director by organizing his calendar, acting as his liaison with other divisions and the
  public, handling his travel, and preparing his correspondences.
• Manage departmental supplies and equipment, including buying, distributing, and related accounting.
• Coordinate departmental mail and courier.
• As required, recruit, hire, train, and supervise part-time or full-time, paid, or unpaid/volunteer secretarial or clerical staff.
• Complete expense reports for all special events.
• Provide office orientation for new employees.
• Set up accommodations for recruiters. 
• Maintains the Career Center's financial accounts to ensure monthly up-to-date reporting for all expenditures and revenues.
• Create and modify documents using Microsoft Office
• Check deadlines on incoming requests and put preliminary work in play
• Maintain hard copy and electronic filing system
• Coordinate and maintain records for staff office space, phones, parking, office credit cards, and keys.
• Collect and maintain PC inventory
• Maintain Policies & Procedures manual to ensure consistent performance of routines.

Minimum Requirements for Entry into Position: 

• Bachelors or Associate Degree and 2 years of higher education administration experience.

Preferred Requirements for Entry into Position:

Career Center experience is preferred. Candidate must be willing and able to travel.  Have experience in a college or university setting. Candidate must be computer literate (Software: PowerPoint, Word, Excel, Outlook). Additionally, employees must establish and maintain positive working relationships with internal and external stakeholders; communicate effectively orally and in writing; plan, organize, and coordinate CDC events. The ability to follow professional protocol, exhibit sound judgment, and foster a wholesome work environment is required.