Office Manager

The Office Manager plays an important role in supporting the University Career Center. Essential duties include coordinating office services for a complex department with multiple office activities and constituents, including overseeing reception area that serves as first point of contact for students, employers, campus staff and faculty and community members; managing the career services management system and assisting with career fairs;

managing logistics for campus use of career resources; and serving as liaison to staff about departmental operations, policies and procedures. This position reports to the Program Director for the University Career Center.

• Manage UCC reception, ensuring high-quality customer service for all UCC stakeholders: students, employers, alumni, faculty, staff and campus departments which includes explaining policies and procedures.
• Hire, train and provide daily supervision of 6-8 undergraduate student employees (Career Center Student Specialists) who provide front line reception support during academic year.
• Relay requests for services from employers, students, faculty and staff to pertinent UCC staff.
• Coordinate and assign project requests for CCSS’s assistance from UCC staff.

• Manage Handshake, UCC’s career management system, which includes account requests and troubleshooting for all types of users of Handshake (off-campus employers, on-campus employers, alumni, students, faculty and external campus career center staff and internal university career center staff).
• Coordinate entry of job and internship information and explain employment policy and procedures; communicate with other campus career services offices concerning career management system maintenance and upkeep of records.
• Answer routine questions from employers who are trying to register for career fairs and other recruitment and networking events. Communicate with event sponsors to ensure efficient delivery of sponsorship materials and metrics. Post UCC career fairs and programs to the KU Calendar of Events system and facilitate payments and deposits for career fairs.
• Manage the JLD (Job Location Development) program, an employment program for local employer engagement, including recruiting, approving and rejecting new employers in Handshake; compiling data for monthly and annual reports.

• Schedule search committee meetings and assist with new employee on-boarding.
• Schedule training for campus staff engaging in Career Champions program.
• Facilities management (office moves, carpet cleaning, MFD, monitoring and ordering office supplies, and other workspace needs).
• Manage internal and external office meetings such as UCC staff meetings, marketing photos, programming meetings.
• Manage onboarding of new staff including access to building, work spaces and updating space management for office moves.
• Authoritative resource to student staff about UCC departmental regulations, policies and procedures.

• Manage campus use of career resources such Professional Headshot booth PHOG Professional Clothing Closet, which includes monitoring use and inventory, curating donated clothing and scheduling social media for closet promotion/donation needs Digital Media Coordinator.
• Generate and analyze statistical reports related to user engagement of career technologies related to employer engagement and front desk operations (Handshake, Iris Photo Booth, Resume Dropbox).

• Serves as member of UCC Leadership team.
• Represent the UCC in Hire Jayhawks meetings, campus-wide consortium of career services who work manage Handshake.
• Make small and routine updates to UCC…