St Edwards University
  • Career and Professional Development
  • TX, USA
  • Full Time

Office Administrator

Office of Career and Professional Development

 

Overview

The Office Administrator is a full-time staff member of the Career and Professional Development team.  This position is responsible for providing administrative support to professional staff in the office as well as managing several key functions of the department.  This includes conducting the initial intake process to connect students/alumni with staff services and resources, supervising student staff, and providing logistical support for career events throughout the year.  Additionally, the Office Administrator will provide support in maintaining the office's budgets, tracking student/alumni usage statistics, and reviewing/approving job and internship postings submitted through Hilltop Careers.  

 

In order to support active involvement within the larger St. Edward's community, staff are also encouraged to take on additional responsibilities outside of the office that support the academic mission of the institution. This is a full-time, twelve-month position reporting to the Director of Career and Professional Development.

 

Responsibilities

  • Oversee front desk operations: answering main office phone, assisting walk-in visitors to the office, scheduling and tracking staff appointments.
  • Serve as an initial department contact for students, alumni, parents and employers, referring constituents to basic resources on job search, resume writing, internship opportunities, campus recruiting policies and procedures, and other department related questions.
  • Supervise and train front office student workers.
  • Respond to all incoming email messages sent to the office's general email account, directing to appropriate staff as needed.
  • Assist the Director in maintaining the department's operating budget, working with appropriate campus departments and off-campus vendors to reconcile any discrepancies.
  • Refer students to and collaborate with other St. Edward's support services professionals and faculty.
  • Assist the Director in compilation of assessment and tracking statistics.
  • Collect and calculate relevant statistics and placement data for periodic reports.
  • Assist employers in posting job and internship opportunities and registering for events using Hilltop Careers.
  • Assist the Manager of Employer Relations in reviewing, researching and approving employer registrations and job/internship postings in Hilltop Careers.
  • Provide administrative support to the department's professional staff.
  • Track service agreements and contracts between the department and off-campus vendors.
  • Coordinate and oversee logistics for various departmental functions including oncampus recruiting, employer events, and career development workshops.
  • Assist the Manager of Employer Relations in coordinating on-campus interviews with company recruiters, scheduling dates and times, orchestrating interview sign-ups with students, pulling and assembling resumes, and other appropriate material for recruiter visits.
  • Serve as office contact for all information technology and facilities needs.
  • Requisition office supplies, materials, printing services and maintenance requests.
  • Ensure the proper maintenance and service of computers, printers, fax machine, and copier in the office.
  • Receive and open incoming mail, directing to staff or filing as appropriate.
  • Assist in maintaining and updating the department's website.
  • Perform other duties as required

Qualifications

Required qualifications:

  • High school diploma.
  • Minimum of one-year experience in office management or administrative support.
  • Ability to interact effectively and professionally with department constituents including staff, employers, vendors, students, alumni, faculty and parents.
  • Ability to develop, monitor and evaluate multiple, detailed, office systems including budgets, event registrations, tracking of resume and cover letter reviews, and employer databases.
  • Ability to coordinate workload and manage multiple and competing priorities.
  • High level of proficiency in using Microsoft Word, Excel and PowerPoint.
  • Strong written and oral communication skills.
  • Ability to maintain and update logs, files, and records with a high degree of accuracy.
  • Strong organizational and time management skills.
  • Ability to analyze information and exercise sound judgment in making decisions.
  • Ability to understand and interpret complex oral and written instructions.
  • Willingness to comply with workplace guidelines and attendance requirements.
  • Successful candidate must complete an employment and/or criminal background check.

 

Preferred qualifications:

  • Completion of college level coursework or bachelor's degree.
  • Knowledge, skill and proficiency in using a variety of computer software programs including career services management systems (Handshake, Symplicity, College Central) and web-based surveying programs.
  • Prior experience working within an institution of higher education.
  • Previous supervisory experience.
  • Prior event planning experience.
  • Basic knowledge of bookkeeping, financial planning and budgeting.
  • Bilingual in English and Spanish
  • Appreciation for and understanding of the liberal arts.

 

About St. Edward's University

Founded in 1885 by the Congregation of Holy Cross, St. Edward's University is a private, Catholic liberal arts institution of more than 4,600 diverse students located in Austin, Texas.  St. Edward's emphasizes critical thinking and ethical practices, as well as small classes, personalized learning and exciting internship opportunities. The community atmosphere extends to the approximately 800 faculty and staff who work together to make the university a welcoming yet challenging environment for students. 

 

How to Apply

Qualified applicants are invited to submit an application online at https://stedwards.applicantpro.com. Please attach a letter of interest, resume, and a contact list of three references. NO PHONE CALLS. Consideration of applicants will begin immediately and continue until filled. Only applicants selected for interviews will be contacted.

 

An overview of St. Edward's University employee benefits is available at http://think.stedwards.edu/hr/benefits

 

St. Edward's University is an equal opportunity employer.  We encourage women and minorities to apply to our vacancies and hire only U.S. Citizens and documented workers.  We do not offer Sponsorship at this time.

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