Office Manager/Events Coordinator (Office & Admin Specialist Int)

Winona State University•Winona, MN

6d•Onsite

About The Position

This position serves as an Office Manager and Events Coordinator within Career Services at Winona State University. The role involves managing employer registrations for career fairs, approving job and internship postings, overseeing the online recruiting system (Handshake), and managing the day-to-day operations of the Career Services front office. The goal is to create a professional, helpful, and friendly environment for students and employers, while also ensuring efficient administrative and programmatic procedures.

Requirements

Sufficient math skills to add, subtract, multiply and divide when working with budgets.
Typing/Keyboarding (40WPM) sufficient to draft correspondence for the Director and department.
Data Entry Performance sufficient to enter information into Handshake and other databases utilized.
Sufficient English (Speaking, Writing and Reading) to communicate with students and customers of departments served via email and in person.
Word Processing sufficient to draft correspondence.
Spreadsheets sufficient to enter budget information and student information into databases and manipulate the data in functions such as Sort & Filter, SUM, AVERAGE and COUNT.
Bookkeeping sufficient to monitor the department budgets and make recommendations on discrepancies.
Customer Service Skills sufficient to serve as a receptionist.
Lead Work Skills sufficient to help organize and coordinate people involved with employee events.
Ability to manage and organize information, people, and schedules toward achieving goals for program area.
Strong interpersonal and communication skills and the ability to work effectively with other individuals that contribute to Career Services sponsored events.
Experience working in a fast-paced environment with high work volume.
Logistical and detail oriented.
Demonstrated knowledge of a variety of software programs such as Microsoft Office Outlook, Word Excel, Access, Power Point, Publisher, Adobe or other software programs.
Ability to manage multiple priorities.
Must be resourceful and able to take initiative in a changing workplace environment.
Demonstrated ability to develop and implement creative concepts that enhance events.
Understand WSU accounting procedures and skills involving procurement and travel.
Development of administrative and programmatic procedures to effectively manage front office and special events.
Knowledge & experience working with Handshake.
Knowledge & experience generating data reports.
Must be able to lawfully accept employment in the United States by the day employment begins.

Responsibilities

Manage employer registrations and support on-campus career fairs, including Inside the Internship, College of Liberal Arts Career & Internship Fair, College of Science & Engineering Career & Internship Fair, and College of Business Career and Internship Fair.
Work closely with campus departments to meet fair objectives and mission, and identify new and existing employers.
Incorporate a strong employer recognition component for each event.
Represent Career Services professionally when communicating with employers, speakers, consultants, and student participants.
Perform functions including database management and financial reporting.
Determine eligibility of employers and WSU students requesting participation.
Process employer registrations and disperse funds to appropriate cost centers.
Manage database including mailings and updates, and oversee the process for support materials, entrance badges, confirming registration, sending invoices, tracking and managing registration fees.
Direct employer inquiries and approve job/internship postings from on and off campus employers.
Respond to and direct employer inquiries regarding career fairs, job postings, and other employer engagement opportunities.
Examine and approve employment/internship opportunities suitable for students, graduates, and alumni of Winona State University.
Oversee the posting of on-campus Student Help, Work study, and Graduate Assistantships into Handshake.
Verify all data prior to posting to ensure accuracy and meet recruiting deadlines.
Direct employers to space rental options with the Student Union and college connections.
Oversight and maintenance of online recruiting system, Handshake.
Serve as the primary contact for troubleshooting Handshake access issues and communicating electronically regarding effective use of the system.
Manage Handshake database, authorizing appropriate sign-on and access rights, password updates, etc. for all users.
Update Handshake database with current list choices/labels and customize fields/module visibility.
Update employer and student/alumni records, maintaining confidentiality of information.
Create queries and generate reports on Handshake usage weekly, monthly, and annually.
Monitor, resolve, and troubleshoot Handshake functional issues; research, recommend and communicate solutions with vendor; serve as primary contact with vendor.
Serve as the ‘Help Desk’ for questions related to Handshake.
Author internal and external procedures, terms and conditions of usage to comply with FERPA and Minnesota Data Privacy Act, and processes in support of Handshake operations.
Manage and oversee the day-to-day Career Services front office operations.
Create an environment that is professional, helpful and friendly giving clientele assistance and leaving them with a positive impression of their visit/contact.
Develop administrative and programmatic procedures to expedite workflow.
Assist the Department in creating awareness of Career Services operations and objectives.
Manage daily administrative operations, using innovative thinking to resolve problems.
Track expenditures for office supplies, printing, books, subscriptions, memberships, copying charges and postage to ensure remaining within budget.
Handle all departmental purchasing.
Process departmental purchases through Workday and Marketplace.
May be asked to participate on committees or task forces.
Perform miscellaneous duties as assigned by Director.
Monitor compliance with university policies, procedures, regulations and appropriate laws.
Stay abreast of WSU business office practices to be sure Career Services is compliant with procedures and that the most current forms are being used.
Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of the organization as a viable business partner.

Benefits

11 paid Holidays
Vacation Time
Sick Time
six weeks of Paid Parental Leave
low cost medical and dental insurance with low deductibles ($250 - $1500)
a Pension Plan
457(b) and 403(b) retirement plans and other retirement investment options
pre-tax medical and dental expense (with roll-over option) and dependent care accounts
employer paid life insurance
short and long term disability
professional development
a tuition waiver program for employees and their dependents