Under the supervision of the Director of the Career Center, the Administrative Assistant is responsible for providing comprehensive support to the Career Center and its day-to-day operations.

Essential Duties and Responsibilities:

Central Reception and Constituent/Customer Service

• Perform a variety of administrative duties facilitating the day-to-day operations of the Career Center, including serving as primary initial contact for the office, answering calls, responding to emails, and communicating effectively with fellow Career Center staff, students, alumni, employer partners, and all levels of the Mount community.
• Handle routine student, alumni, and employer inquiries regarding career center services and policies.
• Oversee surveys, registrations, and posting approvals, especially relating to Handshake.
• Aid the Director and staff in researching and developing new contacts while maintaining quality customer relationships with existing contacts and partners.
• Train and supervise student aides in conjunction with the Director.
• Assist staff in facilitating and supporting on-campus interviewing days and Career Center events.
• Maintain a clean, organized, professional physical office environment at all times.
• Schedule and work with Career Center staff to publicize all on-campus recruiting visits and evening programs.
• Prepare communications and marketing items for constituents.
• Assist the Director as needed to respond to routine requests for information and support on special projects.

Office, Event, and Technical Logistics

• Assist staff with programming logistics, including planning, marketing, room reservation, equipment reservation, catering, facility requests, signage, set-up, and clean-up.
• Share in maintaining, updating, organizing, and protecting the office's shared network as well as digital and paper files, including extensive databases of confidential information.
• Manage and track office data, statistics, and metrics in order for efficient operation of the office and our services. Assist staff with compiling data for year-end reports and five-year reports.
• Monitor and order inventory of office supplies.
• Manage Career Center events calendar, updating on a daily/weekly basis, as well as posting the office's online blog articles.
• Update online calendar of events as well as minor edits to the web pages as directed.
• Participate in meetings when directed to discuss marketing, scheduling, and programming activities.
• Perform additional duties as needed in providing quality customer service to students, alumni, employers, and Mount community.
• Utilize and manage office PCs, printer, scanner, copier, fax machine, and other standard office equipment.

Job Requirements: Education, Experience and Skills:

MARGINAL FUNCTIONS

• Deliver portions of student programs/workshops regarding Career Center programs.
• Willingness to maintain professional and technical knowledge while taking part in professional development opportunities.
• Perform other job-related duties as assigned.

SPECIAL KNOWLEDGE

Must be familiar with and adhere to all the safety rules and regulations for the University Safety Policy which apply to the work environment.

MINIMUM QUALIFICATIONS

• Bachelor's degree preferred.
• Previous experience in a college/university, office, or customer-relationship environment.
• Demonstrated commitment to quality customer service and professionalism.
• Excellent written, oral, and interpersonal communication skills.
• Solid working knowledge of Microsoft Office (Outlook, Excel, Word, Teams, and others), Handshake or other career technology platforms, assessment software, website software, and management information systems.
• Demonstrated commitment to diversity, equity, and inclusiveness.
• Must be patient, flexible, attentive to detail, team-oriented, and abl to organize and handle multiple tasks in a fast-paced environment.
• Some evening and weekend work will be required.

EQUIPMENT USED

PCs, standard office equipment (copier, fax machine, scanner, printer). Software applications such as: Microsoft Word, Excel, Outlook, Teams, (or similar program), Windows, internet, web-based systems (Handshake, Workday, Qualtrics, J1).

PHYSICAL REQUIREMENTS

Office environment, some physical lifting will be required.

Salary/Benefits

• Minimum Pay Rate: $16.50/hour
• This is a full-time position with full benefits and annual, holiday and sick leave. The university offers a generous benefits package, including tuition remission for graduate and undergraduate classes at Mount St. Mary's University, retirement program with a match as well as a generous paid time off schedule.