Operations Assistant, Career Center

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Job description

Job Description:

DIVISION: Academic Affairs

DEPARTMENT: University Career Center

BASIC FUNCTION:

Emphasis for this position is client services, front desk operations, general office support.

Serves as the point of first contact for all students, employers and visitors to the Center. Handles front desk coverage, general office support, manages supply needs for the Center's

day-to-day operations and assists with special projects/events offered through the Center including the Career Fair and recruitment.

KNOWLEDGE AND SKILL NEEDED:

EDUCATION: High School Diploma

EXPERIENCE & SKILLS:

Team-oriented, proactive, enthusiastic demeanor; Superb client services and problem-solving abilities; Comfortable interacting with diverse constituents (students, employers, alumni and community members); Comfortable with computer/web technology; Knowledge of Microsoft Word, Excel, PowerPoint, Outlook; Familiarity with Handshake system a plus; Marketing experience, including social media a plus; Excellent communication skills, Sense of humor and ability to go with the flow.

ESSENTIAL FUNCTIONS:

• Oversee the operations of Career's Center office area, front desk and interview rooms to ensure quality service is provided to all constituents
• Welcome visitors to the Center and direct them to proper area based on purpose of visit
• Answer phones, screen calls, respond to inquiries and handle referrals appropriately
• Manage Stags4Hire (Handshake) approval process
• Provide support for department programs including Career Fairs, Job Shadow, and other career programming
• Schedule counseling appointments; send e-mail reminders to students the day before appointment
• Maintain the calendars for Career Center and alert staff of redundancies
• Serve as point person for main phone line and emails (, )
• Manage the portal; set up events, pull reports, update calendar
• Coordinate Career Fair preparations
  
  • Handle Career Fair payment tracking and collections
  • Check in employers' equipment
  • Prepare nametags, table tents, etc.
  • Ensure supplies, extension cords, etc. are at event site locations
• Maintain/update Career Center Web and Wiki page updates
• Assist with marketing pieces (flyers, digital display boards) and social media posts
• Represent the Career Center on the University Programming board
• Oversee the Career Closet including inventory; scheduling of student visits
• Track student and alumni visits for Career Center for counseling, Interviews, Career Closet and other issues using Excel or other tracking system
• Track payment invoices, vouchers, requisitions and purchase orders
  
  • Process payments on TouchNet
• Prepare and transmit purchase orders, work orders, and requisitions; monitor the status of orders to insure proper receipt of materials.
• Refer part-time job inquiries to QuadJobs, and internship/full-time opportunities to Stags4Hire or appropriate staff member
• Support Stags in the Field administration and tracking
• Reserve event rooms using EMS; ensure set-up needs are understood by appropriate contact person
• Prepare interview rooms for employer interviews and coordinate scheduling of student virtual interviews
  
  • Arrange coffee/tea set-up and lunch orders for employers for recruiting days
• Guide Career Peer Advisor (CPA) flow for drop-in hours and direct students to appropriate locations
• Assist teammates with class and workshop preparations
• Assist with First Destination Survey information collection, as needed
• Help students print resumes, fax materials as needed, and assist with questions
• Coordinate issues with work study computers and printer
• Assess future supply needs for major programs, projects, mailings, and day-to-day operations of the department
• Maintain storage closets, drawers in outer area, and storage within interview alley
• Input and maintain workshops, employer presentations and special programs on director's calendar
• Support Bellarmine Society newsletter and distribution of membership cards
• Promote safe and secure working conditions. This involves:
  
  • promoting the proper utilization of equipment and materials,
  • notifying supervisor immediately of any unsafe working conditions
• Perform other related functions as requested
• Duties may be changed and/or added at any time

Pay Range: $20.98/hr to $22.47/hr

This position is based at Fairfield University's Fairfield, CT campus.

*Disclaimer

The above information on this description has been designed to indicate the

general nature and level of work performed by employees within this

classification. It is not designed to contain or be interpreted as a comprehensive

inventory of all duties, responsibilities and qualifications required of employees

assigned to this job.

Category:
Student Affairs - Staff

All offers of employment are contingent upon a satisfactory background check.

Fairfield University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity, and, in this spirit, particularly welcomes applications from women, persons of color, Veterans, and members of historically underrepresented groups. The University will provide reasonable accommodations to all qualified individuals with a disability.
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