Career Services Specialist

Position Title: Career Services Specialist

Department: Career Services

Advertised Pay: $18.17/hour with the potential for a higher rate commensurate with experience. Updated 7/1/23

Campus Location: Washburn University

The screening committee will review all eligible applications submitted by June 14, 2023

Position Summary: The Career Services Specialist is the initial point of contact for students, employers, staff, and faculty interacting with the office of Career Services and is responsible for providing prompt, accurate, exemplary customer service to these diverse constituencies regarding recruitment, events, and procedures. Provide administrative support to Career Services staff, employers, students, and alumni.

Essential Functions:
Coordinate campus recruiting.
· Manage interview schedules in Handshake for employers interviewing on campus.
· Arrange information tables for employers in collaboration with University Scheduling, including accepting requests, scheduling, tracking request dates, and corresponding with employers to provide campus information about parking and dining.
· Respond to employer inquiries regarding recruiting at Washburn University, including fairs, interview sessions, flyers/bulletin boards, and other campus recruiting options.
· Develop career fair physical layout maps and table assignments for optimal flow of event traffic and placement of employers based on their needs.
Manage job postings, employer approvals, and requests for alumni accounts.
· Monitor the Handshake system and approve or decline new employer requests and job postings per department guidelines multiple times a day.
· Verify eligibility of alumni to use Handshake per department guidelines using Banner student information system confidential records.
· Serve as a Handshake career management system (CMS) power user and administrator.
· Assist students and employers with Handshake accounts and practices, referring to Handshake support as needed.
Provide support to employer inquiries
· Respond to phone inquiries concerning recruitment on the Washburn University campus.
· Send documentation to employers seeking assistance with Handshake.
· Refer employers to the Handshake support team or contact the support team on behalf of employers when necessary.
· Provide documentation to employers of ways to recruit at Washburn, directing them to appropriate contacts.

Event planning, preparation, and coordination
· Coordinate fairs and other in-person and virtual recruiting events on campus and in Handshake.
· Reserve spaces and arrange catering for career events of up to 300 participants.
· Design forms, posters, and other graphics for social media and Handshake in collaboration with other staff to publicize events and facilitate registration by employers and participants.
· Process registration and vendor payments, including invoicing (due and past due fees), receipting, recording check and credit payments, making deposits according to university policy, creating payment vouchers, and requesting and processing refunds as necessary.
· Compile information, make copies, and assemble packets to prepare materials for special events, including career fairs and employer advisory council meetings.
· Coordinate recruitment and scheduling of volunteers to assist with events.
· Coordinate event-day assistance, register and direct participants, answer questions, and perform various duties as assigned and needed to execute each event and ensure its success.
· Create name badges, table signs, and content folders for Career Services Advisory Council.
· Record and organize notes from Career Services Advisory Council meetings for distribution to participants and administration.

Recordkeeping, budgeting, and reporting
· Record and track information such as employer contacts and other metrics identified by the Director.
· Complete and submit forms and documentation to initiate payments for purchases made by Career Service staff, identifying and using appropriate coding and obtaining signatures as required by university procedures.
· Create, update, and maintain Excel spreadsheet(s) to track budget transactions and balances and assist the Directors of Career Services and Diversity and Inclusion with budget management.
· Periodically verify/reconcile financial records with the University Finance Office to ensure their accuracy, utilizing budget queries and formal information requests for Career Services and Diversity and Inclusion.
· Create, update, and maintain files of all Career Services and Diversity and Inclusion activities, including but not limited to financial transactions and event documentation as a reference in planning and as a source in compiling reports and conducting research to resolve issues that may arise.

Lead Worker-Supervision of Student Workers
· Coordinate posting of student employment positions for Career Services, including creating/updating job descriptions, entering the appropriate system, tracking applicants, setting up interviews, and making hiring recommendations to the director.
· Train, supervise, and evaluate the performance of student workers, assigning work according to the level of ability and responsibility, and interacting appropriately to encourage and support student development and professionalism.
· Oversee completion of student work assignments to ensure timeliness, accuracy, consistency, and compliance with university and department policies and procedures, including confidential information.

Administrative Support
· Greet visitors to the suite, direct them to the appropriate staff member of Career Services or University Diversity and Inclusion, and advise office staff of visitors arriving for appointments.
· Answer and direct phone calls and emails, respond to inquiries and requests via phone and email, provide information regarding recruiting, Career Services, Handshake, and events, and direct inquiries and emails to appropriate staff members.
· Process and manage incoming and outgoing mail, maintain inventory of office supplies, and organized office and storage space.
· Coordinate ordering, storage, and dispersal of office supplies and giveaways for students and employers.
· Offer suggestions for website content to assist with content management of the Career Services website.

Performs additional job-related duties as assigned or as appropriate.

Required Qualifications:
Bachelor’s degree and recruitment, career advising or closely related experience, Or a combination of post-secondary education and recruitment/career advising or a closely related field experience equivalent to a bachelor’s degree.
· Proven ability to provide effective customer service, communicate effectively with diverse populations in various formats, and work effectively independently and in teams.
· Demonstrated proficiency in Microsoft Office (Word, Excel, Outlook).
· Proven ability to create and maintain financial records and reports.
Ability to work effectively independently and in teams.
Physical Requirements:
May be required to move or maneuver materials weighing as much as 50 pounds.

Preferred Qualifications:
Experience planning events involving multiple organizations and vendors, including scheduling, collaborating with catering and other vendors, and recruiting and scheduling volunteers.
Bookkeeping or other financial processing experience. Proficiency in Ellucian Banner, Argos, Zoom, graphics software (Publisher, InDesign, Illustrator or similar), and career services management software (Handshake or similar).

Full time Hourly Mon-Fri 8am-5pm, Background check required