Administrative Support Specialist - 405 - University of North Carolina at Pembroke : Job Details

Division Student Affairs Department Career Services Center Working Title Office Manager Vacancy Type Probationary Permanent Full Time Min T/E Requirements

High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

FTE 1.0 Position Overall Competency Level J Recruitment Range $37,485 - $44,510 Anticipated Hiring Range $40,842 - $40,842 Position # 405 FLSA Status Non-Exempt Months per year 12 Work Schedule =e.g. 8-500 8:00 a.m. - 5:00 p.m. Work Schedule Type Monday - Friday Primary Purpose of Organization Unit

The Career Center supports the mission of The University of North Carolina at Pembroke by providing students and alumni with resources and opportunities that promote comprehensive career development, life-long learning, fulfilling lives, and engaged and responsible citizenship. We partner with academic and student development departments as well as with employers and community stakeholders to design and implement collaborative student-centered programs that meet the needs of diverse students and facilitate self-discovery, experiential learning, career exploration, education, and planning, and employment readiness.

Primary Purpose of Position

The Office Manager oversees front desk services, manages the Career Center's budgeting and facility operations and coordinates the employer recruiting services in order to meet the career development, internship, job search and graduate school application needs of students and alumni in collaboration with all internal and external constituents. This position ensures that the Career Center effectively serves all customers, assesses, measures and evaluates all department outcomes, follows fiscally sound budgeting and purchasing regulations, provides effective website resources, manages online career management database system and serves all employer and graduate school recruitment needs.

Job Description

Front Desk and Front Line Representative:

* Serve as the front line representative of the Career Center communicating with students, alumni, administrators, employers and all constituents via in-person drop-ins, telephone calls or email messages while meeting all Career Center standards, policies and procedures.

* Staff Front Desk and reception area ensuring it is open and ready to serve all customers during business hours.

* Maintain staff and Career Center calendars; schedule appointments for director, associate director, assistant directors and other staff members while keeping them informed about schedule changes.

* Monitor reception and office area including front office, waiting area and career resources displays to ensure the area is organized and easy for customers to access.

* Track, analyze and report customer usage statistics (e.g. number of phone calls, email messages, walk-ins and career counseling appointments, online career management database system (e.g. Handshake) results and website hits) on a monthly, semester and annual basis.

* Supervise student staff who are working at the Front Desk ensuring all customers are served quickly and effectively.

Career Center Operations:

* Monitor, inventory and order office supplies verifying that the correct items has been ordered, delivered and stocked following all procedural and operational guidelines.

* Research, order, inventory and maintain all office furniture, equipment and software (e.g. computer, phone and electronic) including processing purchasing documents, verifying order deliveries, confirming correct assembly, testing equipment performance and troubleshooting malfunctions.

* Organize, label and monitor online shared folders so that they are easy for staff to find and access.

* Serve as the Web Information Coordinator (WIC) updating, editing, uploading software platforms and maintaining the Career Center's website and checking on it weekly for broken links, software platform malfunctions, incorrect resources and navigational problems.

* Reconcile, track and summarize budget account data, verifying that expenditures are attributed to the appropriate account and line item following Banner guidelines and consulting with Director as needed

* Oversee, receive, secure, deposit and reconcile all cash receipts and event (e.g. career fair, etiquette dinner) registration fees collecting delinquent fees prior to or at each event while following all procedural and operational guidelines.

* Oversee, maintain, program and troubleshoot online career management database system (e.g. Handshake) as the chief administrator.

* Train all Career Center staff on how to use the online career management database system (e.g. Handshake) and how to answer and troubleshoot all users' questions and issues.

* Troubleshoot staff, student and employer questions and account issues for online career management database system (e.g. Handshake) and provide a high quality user experience for all customers.

* Research information, collect and analyze data and prepare reports in collaboration with all of the Career Center staff.

Employer Services:

* Assist with coordinating on-campus recruiting programs including Career Fairs and employer visits for one-on-one interviews and information sessions including the planning, promotion, execution, evaluation and post-event debriefing processes.

* Serve as the primary contact for employers and students participating in on-campus recruiting activities in collaboration with Assistant Director of Employer Relations.

* Schedule interviews and information sessions on the online career management database system (e.g. Handshake) in collaboration with the Assistant Director of Employer Relations.

* Maintain online career management database system's (e.g. Handshake) database of employers and organizations for Career Fair invitations and all correspondence.

* Process and verify registration requests, questions and fees quickly and correctly with minimal errors while following all procedural and operational guidelines.

* Coordinate all of the logistical processes, procedures and details of each event (e.g. catering, venue, shuttle and parking reservations) in collaboration with facilities services, dining services, campus police and other campus partners including Career Center staff.

* Conduct marketing of on-campus recruiting opportunities in collaboration with Career center staff.

* Monitor processes and procedures for receiving and posting job opportunities in online career management database system (e.g. Handshake) in collaboration with Assistant Director of Employer Relations.

* Serve as primary contact for employers posting positions and for students/alumni accessing internship and job opportunities on the online career management database system (e.g. Handshake).

Duties as assigned.

Management Preference

* Experience managing small to large scale events using effective event management skills with a commitment to provide excellent customer experiences

* Ability to listen to customers (e.g. employers, faculty, staff, alumni and students), understand and respond positively to their requests and guide them constructively through processes and procedures with a high level of maturity, professionalism and diplomacy

* Strong interpersonal skills and the ability to create and maintain collaborative relationships and professional networks with diverse populations, internally and externally, within a diverse, multicultural environment

* Ability to think analytically and strategically in a highly collaborative team environment with proven planning, organizational and project management skills

* Advanced technology skills in Microsoft Office, social media, website development, database and career center systems (e.g. CSO, Handshake, Simplicity) along with experience using LinkedIn and other professional social networking sites.

* Ability to assess and evaluate user needs, services and program outcomes

* Ability to prepare clear and concise reports, policies, procedures, correspondences and other written materials

Lic or Certification required by statute or regulation

Valid NC Driver's License

Posting Information

Job Opening Date 12/03/2024 Job Closing Date 12/17/2024 Posting Category Administrative Support Posting Number SPA00642 Quick Link to Posting Special Instructions to Applicants

This position is subject to the successful completion of an employment background check. An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable) and credit history check (if applicable). In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. New employees are paid only by direct deposit to the financial institution of their choice. Candidates claiming Veterans Preference must attach a copy of their DD-214 as a part of the online application process.

UNC Pembroke is an Equal Opportunity Employer. The University prohibits discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibits discrimination against all individuals based on their age, race, color, genetic information, religion, sex, sexual orientation, gender identity or expression and national origin. UNC Pembroke is a VEVRAA Federal Contractor and seeks priority referrals of protected veterans for our openings.