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Administrative Assistant II, Career Development Center

Company: Samford University
Location: Birmingham
Posted on: June 12, 2021

Job Description:

Position Summary:

The administrative assistant serves as the first point of contact for all internal and external constituents contacting both the Career Development Center and Disability Resources and performs clerical, administrative, and technical tasks, including those related to finances and information technology, and assists in facilitating the daily operations of the CDC. Works with employers to coordinate on-campus recruiting visits and provides training and supervision of student workers.

Job Duties and Responsibilities:
  • Act as first point of contact for both internal and external constituents contacting the CDC and DR, such as employers, faculty and staff, parents, and students, scheduling meetings and explaining procedures, processes, and resources, while always maintaining a professional demeanor.
  • Accurately and professionally communicate recruiting-related information to employers, providing information about job posting system and recruiting events.
  • Schedule on-campus recruiting activities such as information tables and sessions, including reserving space, ensuring information is on individual and university calendars, sending confirmations, and more.
  • Manage and maintain student, alumni and employer data in various systems, including assisting with records keeping, report generation and statistical data gathering as needed.
  • Create and track budget spreadsheets and expenditures, process purchase orders, requisitions, and monthly invoices received from vendors and contracted service providers, manage expenses related to travel and conferences, and record and deposit monies coming in to the office for both the Career Development Center (CDC) and Disability Resources (DR).
  • Troubleshoot departments technical issues and act as liaison between department staff, outside repair vendors, and Samford IT department.
  • Perform general office duties, including answering the phone, maintaining the copier, picking up and distributing the mail, preparing correspondence, reserving rooms, greeting clients, and managing general CDC e-mail account.
  • Manage the collection of salary data from employers to support ongoing funding through the federal work study program.
  • Track and compile a variety of information for annual report and other projects using various software programs including, but not limited to Excel, Word, Qualtrics, and career services management system.
  • Use Banner and Argos.
  • Provide assistance with major events such as the Majors Fair, Job & Internship Fair, and Teacher Education Day.
  • Perform publicity duties for office events and promotions as needed, related (but not limited) to designing flyers, posters, emails and other forms of communication to the Samford community.
  • Supervise student workers and manage their time schedules, assisting with ongoing and related orientation and professional development.
  • Other duties as assigned.
Required Qualifications:
  • Either, high school education and a minimum of three years' experience OR a Bachelor's degree and one year of experience (Experience preference - general office duties, event planning, and financial management)
  • Interaction with external clients in professional setting.
  • Excellent written and spoken English communication skills.
  • Ability to multi-task, organize, prioritize, manage details, and work independently.
  • Ability to maintain a professional, positive, and calm demeanor, both in person and on the phone.
  • Ability to interact effectively with and demonstrate sensitivity to a variety of individuals with various needs and communication styles.
  • Advanced computer skills including Microsoft Excel, PowerPoint, and Word .
Preferred Qualifications:
  • Experience with Banner and Qualtrics
Number of hours to be worked per week:
37.5 (FT)
Shift Schedule:
Day
Special Shift Frequency:
N/A

Keywords: Samford University, Birmingham , Administrative Assistant II, Career Development Center, Other , Birmingham, Alabama

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