Administrative Assistant

Position Description

The Part-Time Administrative Assistant for the Center for Career Development (CCD) provides essential front-facing customer service, administrative support, and event logistics for the CCD team. Reporting directly to the Executive Director, this role ensures smooth daily office operations and assists in executing campus career events. The ideal candidate is highly organized, tech-savvy, and dedicated to fostering a welcoming environment that supports student success.

• Administrative & Front Desk Operations
  • First Point of Contact: Manage the CCD front desk, phone lines, and general email inbox; greet and assist students, employers, faculty, and university guests with a warm, inclusive demeanor.
  • Platform Management: Assist in maintaining Handshake (the university's online career and scheduling portal), ensuring employer approvals and job postings are processed accurately.
  • Office & Financial Administration: Maintain digital office records, databases, and spreadsheets; track and process invoices, expense reimbursements, and supply inventories.

• Event Coordination & Support
  • Logistics & Setup: Assist with the physical and digital logistics for career fairs, employer information sessions, workshops, and networking events (e.g., reserving venues, coordinating catering, and setting up AV equipment).
  • Communication: Serve as a point of contact for event attendees; track registrations and send out timely confirmation emails and event reminders.
  • Data Collection: Help gather post-event surveys and attendance data to measure event success.

• Marketing & Digital Outreach
  • Content Promotion: Coordinate with staff to post promotional content on social media, student newsletters, and the campus digital calendar to drive student engagement.
  • Website Updates: Perform routine updates to the Career Center’s website to ensure event schedules and resources are accurate.

• Community & Mission Alignments
  • Support broader Student Development initiatives during peak operational times as schedule permits.
  • Embody university values of care, compassion, justice, integrity, and respect in all interactions with the campus community.

• Associate degree required (Bachelor’s degree preferred), or an equivalent combination of education and experience in administrative support, customer service, or event planning.
• 1–2 years of experience in an office administrative role, preferably within a higher education or student-facing environment.

• Tech Literacy: Proficiency in Microsoft Office Suite (Word, Excel) and Google Workspace. Experience with, or willingness to learn, Handshake and basic web content management tools.
• Organization & Detail: Excellent time-management skills with the ability to handle front-desk interruptions while maintaining accuracy in data entry.
• Communication: Strong written and verbal communication skills; ability to communicate professionally with external corporate employers and students alike.
• Design & Media (Preferred): Familiarity with Canva or basic graphic design tools for creating social media posts and flyers is a plus.
• Discretion: Demonstrated ability to manage confidential student and institutional data with high integrity.