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POSITION DESCRIPTION

Career Services Administrator
Salisbury Center for Career Services and Professional Development

SUMMARY:

An integral part of Career Services and Professional Development, this position assists in providing career services to students, alumni, and alumnae. The Career Services Administrator assists with outcome management goals through oversight of annual surveys and recommendation file service. Coordinates and/or assists with graduate school and career events on and off campus as well as provide reports on their outcomes. Responsible for publicity of office activities as well as office management.

RESPONSIBILITIES:

Outcomes Management

  • Manage confidential letters of recommendation service. Prepare confidential and non-confidential letter of recommendation files for mailing to prospective employers and professional/graduate schools.
  • Manage recommendation file database system; organize annual mailing and purging of files.
  • Counsel alumni, alumnae and students.
    • how to solicit letters
    • content of letters
    • usage of Interfolio
  • Manage the distribution, collection and data entry of confidential records for various alumni/alumnae surveys conducted by the office, including the graduate, one-year and five-year out surveys.
  • Manage Career Network; keep records up to date and oversee requests.
    • Coordinate with staff for mass solicitations; oversee all follow up with voluteers
    • Provide tutorials for all students utilizing the Career Network in regards to proper conduct with career volunteers
    • Coordinate updates with Alumni House Records Department

Event Coordination

  • Coordinate logistics of recruiters and professional/graduate school visits on campus.
  • Schedule interviews, receptions, luncheons, presentations and necessary A-V equipment, develop and maintain master recruiting calendar, and maintain recruitment records.
  • Assist with planning career and graduate school fairs.
  • Manage collection of payments for graduate school fair.
  • Arrange housing, luncheons, and presentation rooms for various visitors to Career Services.
  • Prepare annual calendar of events/seminars.
  • Reserve rooms and track sign-ins at each seminar.

Publicity Coordination

  • Coordinate the publicity of office functions and events to college community by sending targeted mailings and e-mails to students and student groups as well as oversee the distribution of all printed materials.
  • Manage Experience calendar; create announcements and send targeted e-mails to students.
  • Assist with website maintenance; ensure all information is current and accurate.

Office Management

  • Orient students, alumni, alumnae and college community with office resources. Answer questions, locate resources, and provide demonstrations/training as necessary on various career-related computer applications.
  • Select, train and supervise Student Office Assistants.
    • manage and sign payroll records for Student Assistants and Career Assistants
    • run monthly meetings for Student Assistants
    • assist with Career Assistant program; assign daily projects and compile drop-in stats
    • manage budget line for student worker wages
  • Manage records of daily office purchases and expenditures; prepare purchase orders and vouchers; order all office supplies and products.
  • Manage supply budget to stay within budget line.
  • Manage Outlook calendar for staff; schedule meetings and make appointments for students, alumni, alumnae and professional staff members.
  • Manage career library volumes and periodicals; make purchases and update resources, maintain library database, and file material daily.
  • Manage student tracking system through Experience.
  • Generate weekly reports on career counseling appointments, student drop-ins and workshop/seminar attendance.
  • Prepare Career Network requests for alumni and alumnae.
  • Organize and maintain supply of materials used for programs and seminars.

Other: Perform other related duties incidental to the work described herein.

QUALIFICATIONS:

The successful candidate will have a general knowledge of various office practices & procedures, budget management, and be competent in Microsoft Office products including Word, Excel, Access and Outlook, as well as FileMaker Pro. Familiarity with Experience software helpful. Requires strong interpersonal skills, excellent verbal and written communications skills, ability to work with confidential information and to work unsupervised as well as part of a team.  Must be well-organized and have the ability to multitask.  Attention to detail imperative.  A friendly, cheerful and welcoming personality is required for this highly visible position.  Associate degree required.  Five or more years experience preferred.

OTHER INFORMATION:

This is a full-time, 12-month, benefits-eligible administrative position. Normal campus office hours of work are 8:30 a.m. to 5:00 p.m. during the academic year. This position description is not all-inclusive, as other tasks or responsibilities may be assigned.

APPLICATION INSTRUCTIONS:

Review of applications will begin immediately and continue until the position is filled. Interested applicants should send a cover letter, resume and the names with contact information for three references to:

Office of Human Resources
Hobart and William Smith Colleges
337 Pulteney Street
Geneva, NY 14456

Or by email to: ferran@hws.edu

EOE

Hobart and William Smith Colleges are committed to attracting and supporting faculty and staff that fully represent the racial, ethnic, and cultural diversity of the nation and actively seek applications from under-represented groups. The Colleges do not discriminate on the basis of race, color, religion, sex, marital status, national origin, age, disability, veteran's status, sexual orientation, gender identity and expression or any other protected status.

Founded as Hobart College for men and William Smith College for women, Hobart and William Smith Colleges today are a highly selective residential liberal arts institution with a single administration, faculty and curriculum but separate dean’s offices, student governments, athletic programs and traditions.  The Colleges are located in a small diverse city in the Finger Lakes region of New York State.  With an enrollment of approximately 2,000, the Colleges offer 62 different majors and minors from which students choose two areas of concentration, one of which must be an interdisciplinary program.  Creative and extensive programs of international study and public service are also at the core of the Colleges’ mission.