Senior Office Assistant, Career Development & Experience

The New School

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.

Responsibilities
  • 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

Requirements
  • 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

How to Apply

Apply through link.

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Posted on November 14