This position serves as communication point person for the office providing administrative support. This is a highly visible position requiring interaction (in person, on the phone, and via email) with a wide range of University colleagues, employers, vendors, students, and alumni. The Senior Office Assistant supports all administrative functions, student human resources, budgetary, IT, and workflow planning processes to achieve the strategic goals of the office.
The ideal candidate will have experience working in a fast-paced, data-driven, and creative environment. The Office Assistant will possess the interpersonal skills necessary to successfully navigate a complex educational enterprise as well as negotiate and collaborate with colleagues across all levels of the university and external partners while maintaining composure, discretion, and a student-centered focus.
This position reports to the Events, Marketing and Communications Manager within Career Development & Experience.
Manage day to day office administrative functions and oversee the reception area; direct and assist visitors to the appropriate person; answer phones, handle general inquiries, route calls, take messages, and manage voicemail system/appointment calendars for the office
Post events on Narwhal Nation, HireNew, New School website, social media and school-based newsletters
Check two office general email box and respond or route as appropriate
Act as initial point of contact for students and employers and assist students, staff and employers on phone, in person and over email
Maintain three departmental calendars for each semester
Make minor budgetary decisions with regard to departmental purchases.
Make data requests and reports
Facilitate scheduling of team meetings, retreats, and disseminate information to 11 team members
Schedule and coordinate the use of rooms throughout the campus for 200+ events annually.
Enter all AV/IT requests and catering for 10 large scale career fairs annually, panels, employer information sessions, 100+ workshops, and other events hosted by Career Development & Experience.
With some oversight, review prescreen internship and job postings on a daily basis to ensure students have timely access to apply to positions
Assist students, staff and employers with any issues they may have navigating the database
Maintain an orderly and sufficient inventory of office supplies for career services staff
Assist at large scale special events such as career fairs, panels
Assist with administrative projects including mailings, filing and research
Handle incoming and outgoing messenger packages, FedEx’s, and other deliveries
Make minor budgetary decisions with regard to departmental purchases.
Process and submit expenses for the department
Support multiple projects undertaken by CD&E
Update career services website
Creates new systems and processes to support seamless office work and functioning of the office
Provide additional assistance to the Senior Director as required
Assist with other general duties as assigned
Hire and train student workers; delegate tasks and monitor progress
Oversee timesheet collection and submission for student worker staff
Maintain student worker manual
Minimum 2 years’ related experience
Ability to work independently and know when to ask for guidance
Proficient in Microsoft Word, Excel, PowerPoint
Experience in customer service and ability to work in a culturally diverse environment
Ability to work independently but knowing when to ask for guidance
Superior demonstrated interpersonal, oral, and written communication skills
Ability to prioritize and manage multiple deadlines and projects
Self-starter with an interest in working in a highly collaborative, fast-paced, and nimble team environment
Ability to assist with implementation of new programs with strong attention to detail
Committed to fostering an inclusive working environment
Knowledge of Career Management systems would be beneficial to this position
Experience working in a higher education environment
Knowledge of Mailchimp, SurveyMonkey, Adobe InDesign or Illustrator