Administrative Support II - Career Success; CL

The Administrative Support II position provides administrative, operational, financial, and customer service support for Career Success, Academic Success, and Accessibility Services. The position serves as the primary front office contact for students, alumni, faculty, staff, employers, and visitors, ensuring exceptional customer service and efficient office operations. This role supports department leadership in budget management, purchasing, event coordination, communication, and student employee supervision while contributing to the overall effectiveness of student success initiatives within Academic Affairs.

Career Success serves approximately 3,000 undergraduate and graduate students from the College of Arts & Sciences, School of Business Administration, and School of Music, as well as alumni from these programs.

Anticipated

Start Date:

January 5, 2027

• Provide comprehensive administrative support to the Executive Director of Career and Academic Success, the Director of Career Success, and staff within Career Success, Academic Success, and Accessibility Services.
• Manage daily office operations and serve as the primary point of contact for students, alumni, faculty, staff, employers, and visitors.
• Answer phones, screen calls, and direct inquiries to the appropriate staff member or resource.
• Monitor departmental email accounts, respond to inquiries, and distribute communications as appropriate.
• Open, sort, and distribute incoming mail.
• Maintain office supplies, equipment, and materials to ensure efficient office operations.
• Create, edit, proofread, and distribute correspondence, reports, and other communications.
• Perform other duties as assigned.

• Monitor and maintain departmental operating budgets, student employment budgets, endowments, and gift funds for Career Success, Academic Success, and Accessibility Services.
• Track and process invoices, vouchers, purchase orders, requisitions, reimbursements, registrations, and related financial transactions in accordance with university policies and procedures.
• Prepare monthly budget reports and analyze expenditures against budget allocations.
• Reconcile financial statements, identify and resolve discrepancies, and prepare budget transfer requests when needed.
• Coordinate purchasing activities and serve as liaison with university procurement offices and external vendors.

• Oversee reception area operations and ensure a professional and welcoming environment.
• Schedule appointments and provide information regarding required procedures and resources prior to appointments.
• Receive and assist guests, students, alumni, faculty, staff, and employers.
• Ensure quality customer service and make appropriate referrals to campus resources.

• Assist with planning and coordinating career-related events, expos, workshops, and employer engagement activities.
• Submit event requests and coordinate facility reservations, parking, transportation, catering, and related logistics.
• Create and manage event communications, invitations, and mass email distributions.
• Develop and maintain spreadsheets and tracking systems related to event logistics and participant registration.

• Support the effective administration of Hatter Jobs and other career-related platforms.
• Collaborate with Career Success staff to manage employer contacts, events, career expos, and job posting processes.
• Assist in monitoring job and internship postings to ensure compliance with university policies and standards.
• Update employer information and support registration processes for career events.
• Assume responsibility for platform operations during periods when…