Coordinator, Career Operations

About this role

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful 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 represented by SEIU Local 500 - Provost & Enrollment Division. That means the terms and conditions of your employment are governed by university policy (including the Staff Personnel Policies Manual) and any collective bargaining agreement entered into between American University and SEIU Local 500 - Provost & Enrollment Division.

Job Description:

Summary:

The Coordinator, Career Operations will play a pivotal role in managing Career Development’s Front Desk as well as managing CAI facilities, resources, event support, procurement processes, budget reconciliation, and career related student funding payments. This role supervises student workers and ensures excellent customer service for internal and external stakeholders.

Essential Functions:

1.)  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.

2.) Event Operations • Event Support: Provide key operational support for Career, Alumni, and Industry Engagement events: Submit and track space reservation 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 events calendar(s) including sharepoint and/or kogodcareers outlook  calendar to update and share event holds.

• Subscriptions: Manages subscriptions for various publications and professional organizations. Orders general office supplies and manages office purchasing card.

3.)  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.

  4.) 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: • Hire, train and supervise all Front Desk Coordinators (student workers).

  Competencies: • Championing Customer Needs.

• Evaluating and Implementing Ideas.

• Developing Plans.

• Making Accurate Judgments and Decisions.

• Building and Supporting Teams.

Position Type/Expected Hours of Work: • Full-tim

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