Coordinator, Career Operations

The Chronicle Of Higher Education, Inc.

Washington (District of Columbia)

On-site

USD 54,000 - 62,000

Full time

14 days+

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Job summary

American University is seeking a Coordinator, Career Operations to manage the Career Development Front Desk and CAI facilities, resources, event support, procurement, and budget reconciliation. The role supervises student workers and ensures excellent customer service for internal and external stakeholders.

Responsibilities include opening/closing the front desk, managing emails and calls, coordinating events, and maintaining office systems and calendars while partnering with campus departments.

Qualifications

Front Desk operations and staff scheduling
Supervise CAI facilities, resources, event support, procurement processes and budget reconciliation
Coordinate events, catering, and campus partnerships
Manage contracts and payments in line with university procurement policies
Train and supervise student workers and ensure excellent customer service

Responsibilities

Manage Front Desk operations and staff scheduling to ensure full-day coverage.
Oversee facilities, equipment, and supplies to maintain high service levels.
Coordinate events, catering, signage, and materials for Career Development programs.
Process contracts, reimbursements, and payments; assist with budget tracking.
Supervise and train student workers acting at the front desk and in related roles.

Skills

Customer service

Staff supervision

Event coordination

Budgeting

Procurement

Operations management

Calendar management

Education

Bachelor's degree

Tools

SharePoint

Workday

Job description

American University is a student-centered research institutionlocated in Washington, DC, with highly-ranked schools and colleges,internationally-renowned faculty, and a reputation for creatingmeaningful change in the world. Learn more about American University

Department: Kogod School of Business

Time Type: Full time

Job Type: Regular

FLSA Status: Exempt

Work Modality: Full On Campus Presence

Union: SEIU Local 500 - Provost & Enrollment Division

This position is part of a collective bargaining unit representedby SEIU Local 500 - Provost & Enrollment Division. That meansthe terms and conditions of your employment are governedbyuniversity policy (including the Staff Personnel Policies Manual)and any collective bargaining agreement entered into betweenAmerican University and SEIU Local 500 - Provost & Enrollment Division.

Job Description: The Coordinator, Career Operations will play a pivotal role inmanaging Career Development’s Front Desk as well as managing CAIfacilities, resources, event support, procurement processes, budgetreconciliation, and career related student funding payments. Thisrole supervises student workers and ensures excellent customerservice for internal and external stakeholders.

Summary: The Coordinator, Career Operations will play a pivotal role inmanaging Career Development’s Front Desk as well as managing CAIfacilities, resources, event support, procurement processes, budgetreconciliation, and career related student funding payments. Thisrole supervises student workers and ensures excellent customerservice for internal and external stakeholders.

Office Operations

Manage physical and virtual operations to maintain efficiency and a high level of service.
Career Development Front Desk: Open and close Career Development suite daily and ensure front desk is fully staffed 9 -5, M - F. Manage centralized email account & phone line and route/respond to emails to ensure excellent customer support.Assist students with scheduling or checking in for appointments and in accessing events and resources. This role supervises Front Desk Coordinators (student workers) as they provide partial front desk coverage, primarily while school is in session. During breaks or when there are gaps in coverage, this staff member will sit at the front desk.
Facilities: Ensure that office space and equipment functions at the highest performance level including facilities, equipment, refreshments, office supplies, library resources, and telecommunications. Manage reservation of Career Development conference room(s) and headshot studio.
Equipment: Maintain detailed inventory of CAI physical resources including event supplies, event laptops, iPads, and swipes, Owl, nametag holder, etc. Effectively utilize storage in CAI suites and manage reservation processes to ensure staff have access to resources as needed.
Operations: Work with leadership to update SOPs to enhance staff processes and effectiveness.
Strategic Planning: Work in partnership with leadership and KSB finance team on operational and financial planning initiatives.

Event Operations

Event Support: Provide key operational support for Career, Alumni, and Industry Engagement events: Submit and track spacereservation requests, order catering. Provide standard event signage as well as nametags as requested. Prepare materials, supplies, and event kits in advance to ensure smooth and professional event execution.
Serve as main point of contact with campus catering and KSB/campus-wide events support staff. Attend KSB meetings and maintain effective relationships across Kogod and campus.
Partnerships: Partner with internal stakeholders including industry engagement, alumni engagement, and career development teams to provide consultative support as requested. Provide project management support for high visibility events as needed.
Trek Support: Research hotel, transportation, and food options and process related contracts and payments. Collect deposits as needed and monitor credit/debit card payments on AU’s site.
Calendar Management: Maintain internal programming and event calendars including sharepoint and/or kogodcareers outlookcalendar to update and share event holds.
Subscriptions: Manages subscriptions for various publications and professional organizations. Orders general office supplies and manages office purchasing card.

Budget and Procurement

CAI Budget: Maintain annual budget reconciliation in consultation with CAI leadership. Perform quarterly reconciliation to share actuals and budget projections. Provide staff with best practices and guidance for utilizing PCards and Travel cards and for processing payments via Workday in accordance with university guidelines.
Contracts and Payments: Ensure prompt payment of office expenditures with outside vendors. Maintain updated knowledge of university procurement processes and best practices and manage CAI procurement processes. Maintain accurate records of all contracts, invoices, and renewal deadlines, ensuring timely and accurate payments. Notify leadership in advance of renewal periods to ensure adequate lead time for continuing or ending partnerships.
Scholarships & Funding: Manage payment processes for funding including trek or conference scholarships, hotel or travel payments or reimbursements, etc.
Subscriptions: Manage subscriptions for various publications and professional organizations.

Training of Student Workers and Other Duties

Supervise student workers and represent team.
Supervision: Hire, train and supervise student workers as needed. The Front Desk Coordinators play a crucial role in supporting CAI’s mission. In addition to welcoming students to the suite and answering the phone/email, they also perform essential functions such as reviewing and approving resumes and completing special projects.
Other duties as assigned: Facilitate special projects, serve on committees, etc. as needed.

Supervisory Responsibility