Administrative Specialist

Northern Kentucky University
Kentucky, United States
Salary Not Specified
Posted date
Oct 18, 2021

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Position Type
Administrative, Business & Administrative Affairs, Other Business & Administrative Affairs, Grants & Contracts, Student Affairs, Career Services, Disabled Student Services, Other Student Affairs
Employment Level
Employment Type
Full Time

Posting Details

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Working Title Administrative Specialist Department Career Services Compensation Title Position Number 30022276 Position Status Contract Work Schedule
Monday through Friday 8:15am to 4:30pm with some evenings and occasional weekends. Hours per Week 37.5 Months per Year 12 Commitment to Inclusive Excellence

Northern Kentucky University is an Equal Opportunity/Equal Access/Affirmative Action institution. We embrace inclusiveness, equity, and global awareness in all dimensions of our work and seek excellence through diversity among our students, administrators, faculty, and staff. Application by members of diverse groups is encouraged.

Purpose of Position
Reporting to the Director of Career Services, this position provides a key administrative role in the overall functioning of Career Services.

This position interacts with multiple constituents including employers, students, staff, faculty, alumni, parents, and others. This position independently supervises student receptionists/assistants.

This position monitors and reconciles the budget; develops and maintains databases; actively manages office workflow; oversees the facility, supplies, and office equipment; and maintains office functions in a fast-paced, student-centered environment. Primary Responsibilities
Manage the efficient and successful day-to-day operations of the Career Services front office area which includes the following responsibilities performed primarily by student receptionists/assistants: proper welcome and check-in of all student, employer and faculty/staff visitors; cordial and precise phone and email response; accurate and sufficient information provided regarding services; and career advising appointment scheduling.

Utilize Career Services’ online on-campus recruiting and job posting platform (Handshake) and assist others in using it. Review and approve job postings. Review and approve new employers and contacts accessing the system. Enter job postings as needed. Review job postings entered by student receptionists/assistants.

Independently supervise, hire, train, schedule, and evaluate up to four student assistants/receptionists to assist in performing above duties. Provide feedback and monitor performance. Assign and supervise projects for student receptionists/assistants. Review and approve daily time for student receptionists/assistants.

Monitor and reconcile all budget and procard expenditures. Prepare, process, and reconcile purchases, purchase and travel requests, and travel expenses. Handle payments for Career Services events/services and prepare deposits. Create budget reports for the Director. Maintain records/documents/files and create related reports.

Perform substantial role with on-campus recruiting, job postings, career fairs, and other events/programs. Schedule rooms and arrange for catering for events/programs. Handle parking, meal, and room arrangements for employers and other guests. Promote services and programs verbally, in writing, and by creating PR materials.

Oversee career services facility (lobby, career library, interview rooms, staging room, work room, offices, and other common areas) to ensure an appropriate professional environment. Handle internal work orders for physical plant and the office of Information Technology as well as work performed by external vendors. Manage office inventory of equipment, furniture, computers, etc. Monitor and purchase supplies, equipment, subscriptions, and other materials. Ensure orders are received. Qualifications
Requires the ability to use Microsoft Office Suite proficiently (Microsoft Word, Excel, and Outlook). Must be proficient with spreadsheet and database software. Competent office management, as well as strong interpersonal and organizational skills are necessary. Also requires outstanding customer service skills, strong attention to detail, and ability to handle multiple tasks with minimal supervision. Must be adaptable to change and willing to embrace new technology. Prefer SAP experience and some supervisory and training experience.

Training/education beyond high school (two- or four-year college) plus two years experience or an equivalent combination of education and experience.

This position requires someone who is already self-sufficient and ready to take the initiative to get things done.

Application review will begin immediately. Minimum Education High School Diploma Preferred Education Associates Degree Minimum Experience 4 years Salary Minimum 16.01/hr Pay Grade S66
Requisition Number 2021S1474 Job Open Date 10/18/2021 Job Close Date Open Until Filled Yes Quick Link Is this an internal only posting? Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Why do you want to work in Career Services at NKU and how does this position fit into your overall career strategy?

    (Open Ended Question)

  2. * Why is career services important on a college/university campus?

    (Open Ended Question)

  3. * What is your highest level of completed education?
    • High School/GED
    • Bachelor's Degree
    • Master's Degree
    • PhD
Documents Needed to Apply
Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
  3. References
Optional Documents

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