Administrative Support II, Career Success CL6938 - Stetson University

Under the supervision of the Executive Director of Career and Academic Success and the Director of Career Success, the Administrative Support is responsible for supporting the Executive Director, the Director, and other Career Success, Accessibility Services, and Academic Success staff. Career Success provides education and services for approximately 3,000 undergraduate and graduate students from the College of Arts & Sciences, the School of Business Administration, and the School of Music, as well as alumni from each of these programs. The team consists of six full-time staff, including five professional staff and one administrative specialist. Part-time staff includes two graduate assistants, four career peers, and three office assistants.

The Administrative Support reports to the Executive Director with a dotted line to the Director of Career Success and supports all members of the Career staff. This position manages the Career office and directs students, guests, faculty, and staff to information and resources. This position supervises two-three student employees (Office Assistant) and lends support to the division of Academic Affairs as needed.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Provide administrative support to the Executive Director of Career and Academic Success and both the Career Success, Academic Success, and Accessibility Services Center staff
• Monitor and maintain the Career Success, Academic Success, and Accessibility Services Center operational budgets, student employment budgets, endowments, and gift funds
• Track payment of registration for expos and career events, invoices, vouchers, requisitions, and purchase orders
• Create monthly budget reports, including analysis of expenditures versus the yearly budgeted amount to track individual accounts
• Reconcile budget statements, correct errors, and resolve discrepancies
• Prepare budget transfer forms when necessary
• Oversee operations of the reception area, including scheduling appointments and providing resources/explanations of necessary action steps to be taken prior to scheduling an appointment, receiving guests for appointments, and answering questions/making appropriate referrals to ensure quality service is provided to Career constituents and guests to Stetson
• Answer phones and provide initial screening of calls to direct callers to appropriate areas or resources
• Prepare and transmit purchase orders, work orders, reimbursements, and requisitions as necessary; monitor the status of these orders to ensure proper handling of requests; coordinate acquisition processes and act as liaison with purchase offices and outside vendors
• Assist in preparation for Career events: ensure event request forms are submitted with complete details; reserve facilities, parking, and transportation; coordinate with catering for food needs; create correspondence and manage mass emailing of correspondence/invitations; create spreadsheets to keep track logistics and registered participants
• Assist with hiring, training (including updating and maintaining Canvas training module), and supervising Office Assistants
• Manage the overall efficiency of career platform (HatterJobs) including employer contacts, events, and career expos and other event registrations; collaborate with Director and Associate Director to support Office Assistants as they ensure that job postings are error-free and that relevant fields are completed, post job/internships, update employer information, create/update events, screen jobs/internships for legitimacy and ensure positions adhere to Stetson policies before posting; in times where no Office Assistant are working, the Administrative Specialist will take on these tasks
• Answer and refer email inquiries from Career Inbox
• Open and distribute incoming mail
• Maintain adequate supplies and materials
• Create and proofread general correspondence
• Perform other duties as assigned

• Clear communicator with the ability to convey information concisely
• Strong interpersonal skills with the ability to establish and maintain effective working relationships with the public, students, alumni, faculty, and staff
• Outstanding organizational skills with the ability to work without supervisory intervention
• Able to work well under pressure and multi-task effectively; must be flexible and able to adapt to change
• Advanced skills are working with personal computers and advanced knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
• Ready to enhance administrative staff’s experience of various software applications
• Able to design and improve the look of multiple reports and spreadsheets in Excel
• Ability to maintain budgets and process transactions according to university financial policies and procedures
• Able to easily navigate the internet and understand how to use searching/researching tools such as Google
• Ability to quickly learn and assume operation of online programs as well as other office equipment such as copy machines, fax machines, and phone systems
• Team player with a positive outlook and motivated to learn new skills and technologies
• Support the University’sMission and Values in their role

• High school diploma/GED
• At least three to five years of administrative/office management experience with a customer service background
• Desire to join a distinct university community committed to inclusive excellence, kindness, and collaboration, as it seeks to move Forward Together in making our community and world a better place

Ideal Candidate Qualifications:

• Some college experience preferred
• Knowledge of employer industries and current employment trends is strongly desired

Work Environment: Requires some physical effort (i.e. standing and walking); occasional light lifting; manual dexterity in operation of office equipment; extended period of time at a keyboard; perceptual demands for color, sound, form and depth. Employee will be required to perform other job-related duties requested by the supervisor.

Salary Grade: 5