Coordinator, Career Operations

American University•Washington, DC

7d•$54,000 - $62,000•Onsite

About The Position

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.

Requirements

Bachelor's degree or equivalent.
2 - 4 years of relevant experience.
Strong organizational and project management skills.
Excellent communication and interpersonal skills.
Ability to build and maintain relationships with diverse stakeholders, including students, employers, and faculty.
Proficiency in using event management software, career services management systems, and other relevant technology.
Experience organizing large-scale events and coordinating logistics for group travel.
Ability to work independently and as part of a team in a dynamic environment.
Solid budget, excel, operations, facilities management, and computer skills.
Experience in project management, business, hospitality, event management, or related field.
Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.

Nice To Haves

Master's degree or equivalent.
3 - 5 years of relevant experience.

Responsibilities

Manage physical and virtual operations to maintain efficiency and a high level of service.
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.
Supervise 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.
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.
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.
Work with leadership to update SOPs to enhance staff processes and effectiveness.
Work in partnership with leadership and KSB finance team on operational and financial planning initiatives.
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.
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.
Research hotel, transportation, and food options and process related contracts and payments for treks.
Collect deposits as needed and monitor credit/debit card payments on AU’s site.
Maintain internal programming and events calendar(s) including sharepoint and/or kogodcareers outlook calendar to update and share event holds.
Manage subscriptions for various publications and professional organizations.
Orders general office supplies and manages office purchasing card.
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.
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.
Manage payment processes for funding including trek or conference scholarships, hotel or travel payments or reimbursements, etc.
Hire, train and supervise student workers as needed.
Facilitate special projects, serve on committees, etc. as needed.