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Career Programs Coordinator

Willamette University
Oregon, United States
Salary Not specified
Date posted
Jan 26, 2024

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Position Type
Administrative, Student Affairs, Career Services
Employment Level
Employment Type
Full Time

Career Programs Coordinator

Posting Number: R0005550
Location: Salem Campus

Attention Current Willamette University Employees: In order to apply for posted positions, please close this window and log into your Workday account and apply through the Career worklet.

Instructions for Applicants:

Please read the following carefully before beginning the online application process.

To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments -- listed at the bottom of the page -- must be submitted for each individual job post that you are interested in applying for. If there is an application deadline, please ensure that your application is submitted by the deadline. Once you submit your application you will not be able to edit your application.

Position Summary:
The Career Programs Coordinator is responsible for the daily operations of the Willamette Career Center including appointment scheduling, budget maintenance, web and print publicity, supervision of student staff members, and work with recruiters. Additionally provides support services to all
department administrative staff. Provide support on and office campus for online programs offered through the web site
  • Serves as office manager for Career Services including: Provides administrative assistance to all department staff by performing and coordinating a broad range of complex administrative duties.
  • Maintains detailed records of purchases, billings, purchase cards, expense reimbursements, department budget status ($220K), and grants, assuring proper approvals, coding and recording.
  • Coordinates office operations and maintenance and orders office supplies maintaining an adequate supply of inventory.
  • Maintains university-required statistical information and generates internal department reports Schedules appointments.
  • Act as backup receptionist when there are no student staff.
  • Serves as department resource for students, faculty, staff, alumni and off-campus constituents.
  • Safeguards the confidentiality of departmental or office administration by exercising discretion in communicating information to faculty, students and staff, and handling departmental records and files.
  • Review, verify and approve jobs/internships posted to online job board. Serves as department resource for students, faculty, staff, alumni and off-campus constituents.
  • Coordinates departmental and equipment maintenance including maintaining and trouble shooting service for telephones, email, voicemail, computers, printers, copy machine, and fax, both hardware and software.
  • Hires, schedules, and supervises up to 10 student workers, including the Pre-Health Intern, maintaining relevant personnel and payroll records.
  • Provides administrative support to the Pre-Health projects, events, resources and marketing.
  • Coordinates maintenance of online programs such as CareerBeam, JobCat, Optimal Resume and What Can I Do with This Major? and administers and trains staff, negotiates upgrades, conducts trouble-shooting.
  • Acts ask primary resource for information about these programs.
  • Assist staff, students, employers and other community members in learning the new procedures about these technologies and tools. Conduct training's as necessary.
  • Coordinates all recruiter (representatives from graduate/ professional schools and employers) campus visits including facilities, parking, AV equipment needs, catering contacts, and marketing.
  • Coordinates the production and maintenance of print and electronic publicity and departmental materials, including Career Talk, the Career Services website, 2 Facebook sites, Pinterest site, Twitter account and program announcements and handouts.
  • Assists with planning, marketing and coordination of all department events requiring campus services, facilities, equipment and catering. Including acting as a presenter at sponsored workshops and training programs
  • Other duties as assigned.

Minimum Qualifications
  • Bachelor's degree and a minimum of three years of general office experience of a progressively responsible nature, including bookkeeping, record keeping, navigating organizational policies and procedures to ensure compliance with rules and regulations, and providing excellent customer service to those whom the applicant supports. In lieu of a Bachelor's degree, five years or more of the required experience will be considered.
  • Proficient knowledge of Microsoft Office programs, particularly Word and Excel.
  • Skills in internet navigation and email and calendaring systems. Willingness and ability to learn new technologies associated with the job.
  • Must be able to work autonomously to fulfill the expectations of the position; Proactively seek training and knowledge in order to perform tasks as well as seek ways to improve how work is accomplished.
  • Must have a professional and respectful style for both written and verbal communication.
  • Excellent record keeping, proofreading, and writing skills as well as a high degree of accuracy.
  • Ability to exercise good judgment and diplomacy and to maintain confidentiality.

Preferred Qualifications
  • Event coordination
  • Proficiency in navigating Learning Management Systems, preferably CANVAS
  • Proficiency in Canva

Typical Work Schedule
Monday - Friday, 8 am to 5 pm.

Physical Demands & Working Conditions
Typical work is performed indoors in a normal office environment.

Salary: $21.55/ hour

You will need to upload the following documents as part of your application materials in the "My Experience" section labeled Resume:
  • Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
  • Current Resume

Applications will be reviewed on a rolling basis as received until the position is filled.

All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

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Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.


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