Operations Assistant, Career Center
- Employer
- Fairfield University
- Location
- Connecticut, United States
- Salary
- Salary Not Specified
- Date posted
- Oct 22, 2021
View more
- Position Type
- Administrative, Student Affairs, Career Services, Counseling, Minority & Multicultural Affairs, Other Student Affairs
- Employment Type
- Full Time
Job Details
Job Description:
DIVISION: Academic Affairs
DEPARTMENT: University Career Center
BASIC FUNCTION:
Emphasis for this position is client services, front desk operations, general office support.
Serves as the point of first contact for all students, employers and visitors to the Center. Handles front desk coverage, general office support, manages supply needs for the Center’s
day-to-day operations and assists with special projects/events offered through the Center including the Career Fair and recruitment.
KNOWLEDGE AND SKILL NEEDED:
EDUCATION: High School Diploma
EXPERIENCE & SKILLS:
Team-oriented, proactive, enthusiastic demeanor; Superb client services and problem-solving abilities; Comfortable interacting with diverse constituents (students, employers, alumni and community members); Comfortable with computer/web technology; Knowledge of Microsoft Word, Excel, PowerPoint, Outlook; Familiarity with Handshake system a plus; Marketing experience, including social media a plus; Excellent communication skills, Sense of humor and ability to go with the flow.
ESSENTIAL FUNCTIONS:
- Oversee the operations of Career’s Center office area, front
desk and interview rooms to ensure quality service is provided to
all constituents
- Welcome visitors to the Center and direct them to proper area
based on purpose of visit
- Answer phones, screen calls, respond to inquiries and handle
referrals appropriately
- Manage Stags4Hire (Handshake) approval process
- Provide support for department programs including Career Fairs,
Job Shadow, and other career programming
- Schedule counseling appointments; send e-mail reminders to
students the day before appointment
- Maintain the calendars for Career Center and alert staff of
redundancies
- Serve as point person for main phone line and emails
(careers@fairfield.edu, s4h@fairfield.edu)
- Manage the Life@ event portal; set up events, pull reports,
update calendar
- Coordinate Career Fair preparations
- Handle Career Fair payment tracking and collections
- Check in employers’ equipment
- Prepare nametags, table tents, etc.
- Ensure supplies, extension cords, etc. are at event site
locations
- Handle Career Fair payment tracking and collections
- Maintain/update Career Center Web and Wiki page updates
- Assist with marketing pieces (flyers, digital display boards)
and social media posts
- Represent the Career Center on the University Programming
board
- Oversee the Career Closet including inventory; scheduling of
student visits
- Track student and alumni visits for Career Center for
counseling, Interviews, Career Closet and other issues using Excel
or other tracking system
- Track payment invoices, vouchers, requisitions and purchase
orders
- Process payments on TouchNet
- Process payments on TouchNet
- Prepare and transmit purchase orders, work orders, and
requisitions; monitor the status of orders to insure proper receipt
of materials.
- Refer part-time job inquiries to QuadJobs, and
internship/full-time opportunities to Stags4Hire or appropriate
staff member
- Support Stags in the Field administration and tracking
- Reserve event rooms using EMS; ensure set-up needs are
understood by appropriate contact person
- Prepare interview rooms for employer interviews and coordinate
scheduling of student virtual interviews
- Arrange coffee/tea set-up and lunch orders for employers for
recruiting days
- Arrange coffee/tea set-up and lunch orders for employers for
recruiting days
- Guide Career Peer Advisor (CPA) flow for drop-in hours and
direct students to appropriate locations
- Assist teammates with class and workshop preparations
- Assist with First Destination Survey information collection, as
needed
- Help students print resumes, fax materials as needed, and
assist with questions
- Coordinate issues with work study computers and printer
- Assess future supply needs for major programs, projects,
mailings, and day-to-day operations of the department
- Maintain storage closets, drawers in outer area, and storage
within interview alley
- Input and maintain workshops, employer presentations and
special programs on director’s calendar
- Support Bellarmine Society newsletter and distribution of
membership cards
- Promote safe and secure working conditions. This
involves:
- promoting the proper utilization of equipment and
materials,
- notifying supervisor immediately of any unsafe working
conditions
- promoting the proper utilization of equipment and
materials,
- Perform other related functions as requested
- Duties may be changed and/or added at any time
This position is based at Fairfield University’s Fairfield, CT campus.
*Disclaimer
The above information on this description has been designed to indicate the
general nature and level of work performed by employees within this
classification. It is not designed to contain or be interpreted as a comprehensive
inventory of all duties, responsibilities and qualifications required of employees
assigned to this job.
Category:
Student Affairs - Staff
All offers of employment are contingent upon a satisfactory background check.
Fairfield University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity, and, in this spirit, particularly welcomes applications from women, persons of color, Veterans, and members of historically underrepresented groups. The University will provide reasonable accommodations to all qualified individuals with a disability.
Load a resume or CV first, then upload supporting documents including a cover letter at the bottom of the third page under the "My Experience" section where it says to upload a Resume/CV. You will be able to upload up to 5 other documents in this section. You will be unable to edit your application, so please have all documents available before applying. Faculty Positions : If you need to upload more than 5 documents, please either combine them to upload or email the additional documents to the applicable contact in the job description. Staff positions : If you need to upload more than 5 documents, please either combine them to upload or email them to hr@fairfield.edu
Company
Our scenic, 200-acre campus is situated on the Connecticut coastline, just 60-minutes away from the heart of Manhattan and less than a mile from the beaches of Long Island Sound. But it’s more than just our surroundings that make our campus unique — it’s our commitment to each and every student’s personal and professional growth and their journey to becoming individuals of purpose.
For more than 80 years, Fairfield University has been graduating adept, accomplished, and socially responsible leaders in an academic community where the learning goes deeper, the friendships are more meaningful, and the experiences stay with you long after graduation. As a values-based, student-centric, outcomes-focused Jesuit Catholic University, we are committed to educating the whole person — mind, body, and spirit — and providing students with experiential learning and professional development opportunities that give them a competitive edge in today’s job market. At Fairfield, the future is filled with opportunities as limitless as your potential, and they all begin with you.
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