founded in 1831, is a diverse,
energetic liberal arts community where critical thinking and
practical idealism go hand in hand.
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
Reporting to the Director of Operations, the Department
Assistant- III provides administrative and project support for the
Gordon Career Center operations and staff.
- 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
- 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
- Review and process time cards for all students employed by the
- Assist with reviewing and responding to user, appointment,
document, event, employer, and job posting requests on
- 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
- 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.
Associate’s degree and two years related experience or an
equivalent combination of education, training, and
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
Experience with database management, calendar management, and
Demonstrated organizational skills, ability to manage multiple
projects and priorities, and experience working in a fast-paced
Demonstrated commitment to work within a diverse environment
and interact collegially with individuals of different
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
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, 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, firstname.lastname@example.org.