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Administrative Assistant
2 months ago
About the Role:
The Administrative Assistant will provide day-to-day administrative support to the Career Planning and Resources (CP&R) and Parent Engagement teams at Scripps College. This role will be responsible for scheduling, event logistics, email and phone communications, and stakeholder engagement data management.
Key Responsibilities:
- Manage front desk operations and maintain common areas for CP&R; handle incoming calls; greet walk-ins and appointments; direct students, alumnae, families, and employers seeking assistance, and manage CP&R library.
- Assist in scheduling student and alumnae career counseling appointments and maintaining staff calendars; generate and maintain internal and public programming calendars.
- Maintain email and phone correspondence for CP&R and Parent Engagement offices.
- Support CP&R and Parent Engagement with targeted and general email and social media communications, with collaboration with MarComm and the Digital Engagement Specialist.
- Manage the process of tracking engagement of current students and current parents on a monthly basis in the database as well as in internal tracking spreadsheets - tracking, inputting, and analyzing engagement data in coordination with alumnae, parents, and stewardship teams, and tracking CP&R events, counseling use, and programs.
- Coordinate administrative logistics for internship grant matching process and scholarship matching process, including student notification, follow-up, and document management.
- Assist in completing paperwork for student employees, office purchases, and other routine services.
- Partner with the Events and Conference Services team to coordinate event logistics for events including on-campus recruitment, workshops, career panels, Career Treks, Family Weekend, summer welcome receptions, and New Families Orientation.
- Support management of Handshake career services platform by managing job, internship, and event approvals, new user requests, and platform usage data.
- Support surveying of students and alums, including survey development, administration, and data collection, analysis, and reporting.
- Manage annual Resume Refresh and Resume Book programs.
- Other duties as assigned.
Requirements:
- Excellent written and verbal communication skills, and meticulous attention to detail.
- Ability to prioritize effectively across multiple projects and tasks and across different teams.
- Office management experience in a fast-paced environment providing high-touch customer service preferred.
- Ability to interact easily with a diverse clientele of students, faculty, staff, board members, employers, and other members of a college community.
- Capable of processing large amounts of information and managing multiple deadlines efficiently and accurately.
- Proficiency with Microsoft Suite, Blackbaud Raiser's Edge or other databases, Handshake or career platforms, websites, and social media is a plus.
- Excellent database management and customer service skills.
Qualifications:
- Graduation from high school with at least two years of extensive college-level courses or any combination of education, training, or experience that provides the required knowledge, skills, and ability required.
- Bachelor's degree in a relevant field is preferred.
- Experience in higher education administration is preferred.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet to moderate.
Physical and Mental Requirements:
Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.
Sitting in a normal seated position for extended periods of time. Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example, to lift or move office supplies, files, books, and packages.
At-Will Employment:
Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Scripps College is an At-Will employer. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.
