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Department Assistant - III (1.0)

Wesleyan University
Connecticut, United States
Salary Not Specified
Closing date
Aug 15, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Alumni Affairs, Student Affairs, Academic Advising & Academic Support Services, Career Services
Employment Type
Full Time
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Wesleyan University, founded in 1831, is a diverse, energetic liberal arts community where critical thinking and practical idealism go hand in hand.

Position Details
Posting Date is July 28, 2021

The Gordon Career Center works with students of all class years to translate their liberal education into a lifetime of meaningful work. Its innovative approach to career education encourages students to design their own careers by exploring the intersection between their interests, the skills they have and wish to acquire, and market demand. The Center links students to alumni, employers, and graduate programs around the globe in fields that reflect the impressive breadth of opportunities explored by Wesleyan graduates.

Reporting to the Director of Operations, the Department Assistant- III provides administrative and project support for the Gordon Career Center operations and staff.

Responsibilities include:
  • All receptionist duties, including responding to and directing inquiries via phone, live chat, and email. Manage multiple phone lines and email inboxes, ensuring timely and accurate communication.
  • Create and foster a welcoming and professional office environment, greeting visitors and building positive rapport with students, alumni, employers, faculty/staff, and prospective students and families.
  • Assist students and alumni with scheduling new career advising appointments or adjusting existing career advising appointments with the appropriate staff member.
  • Manage online appointment scheduling, reviewing and responding to requests several times per day. Monitor office-wide appointment schedule and availability. Check students in for in-person appointments, notify staff, and manage the waiting area.
  • Communicate, monitor, and enforce attendance policies as they pertain for career advising appointments, workshops and programs, and recruiting events.
  • Provide administrative and logistical support for career center programs and events including room reservation ( EMS ), catering, transportation, budget, ordering supplies, creating relevant materials (eg. name tags), set-up, post-event follow-up, etc.
  • Assist with managing departmental and program budgets; monitor smart keys, reconcile staff p-cards, process vendor invoices, generate monthly budget reports, and assist with other financial needs of the department.
  • Support the administration, budgeting, and awarding of department’s grant funds, including the Wesleyan Summer Grants and Career Development Grant. Monitor applications, verify applicant status, and process awards accurately and in a timely manner.
  • Maintain the department’s common and event spaces, conference rooms, and technology. Serve as the point-of-contact for physical plant and information technology support requests. Responsible for ordering office supplies from approved vendors and maintaining adequate inventory within budget.
  • Update and maintain digital and print materials and resources including departmental websites.
  • Update and maintain data on Handshake and relevant campus systems. Assist with tracking and reporting student, alumni, and employer engagement and career outcomes.
  • Coordinate and supervise front office student staff, including scheduling, training, and overseeing day-to-day projects, and ensuring reception desk is adequately staffed during business hours.
  • Review and process time cards for all students employed by the department.
  • Assist with reviewing and responding to user, appointment, document, event, employer, and job posting requests on Handshake.
  • Assist with internal meeting logistics: create and distribute agendas, record and share meeting minutes.
  • Assist with promoting department events and opportunities via targeted email, social media, print materials, digital displays.
  • Other duties and projects as assigned.

The schedule for this position is: Monday-Friday, 9:00am – 5:00pm; 35 hours/week
This position is in the secretarial/clerical bargaining unit. This position works 35 hours per week for 52 weeks per year.

Minimum Qualifications
Associate’s degree and two years related experience or an equivalent combination of education, training, and experience. Excellent customer service skills and proven professionalism when interacting with others. Effective communication skills, and proven ability to communicate effectively via phone and email. Demonstrated expertise in Microsoft Word, Excel, and Outlook. Experience with database management, calendar management, and appointment scheduling. Demonstrated organizational skills, ability to manage multiple projects and priorities, and experience working in a fast-paced environment. Demonstrated commitment to work within a diverse environment and interact collegially with individuals of different backgrounds.
Preferred Qualifications
Experience in an academic environment Experience working with a students Experience with Google Docs, Sheets, Slides; Canva, Financial Database Systems, HR systems. Prior office management experience.
Special Instructions to Applicants
Application close date is August 11, 2021
Additional Information
Any and all offers to external applicants for an administrative assistant or union position are contingent on the candidate’s completion of a pre-employment background check screening and computer skills assessment to the satisfaction of Wesleyan University.

Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504, or any other non-discrimination policies should be directed to: Alison Williams, Vice President for Equity & Inclusion/ Title IX Officer, 860-685-3927,

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