Coordinator, Career Operations

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

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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-time.

• 35 hours per week.

• The schedule is 9am - 5pm, Monday - Friday with some evening/weekend hours.

Salary Range:

• $54,000.00 - $62,000.00 annually.

Required Education and Experience:

• Bachelor's degree or equivalent.

• 2 - 4 years of relevant experience.

Preferred Education and Experience:

• Master's degree or equivalent.

• 3 - 5 years of relevant experience.

Travel Required:

• Position may require domestic travel.

Additional Eligibility Qualifications:

1.) Values and Approach

• Team Orientation: Collaborate effectively and communicate transparently while welcoming diverse viewpoints.

• Quality Focus: Consistently produce accurate and exceptional work in dynamic environment.

• Initiative and Ingenuity: Generate innovative ways to create and implement ideas.

• Continuous Learning: Maintain an optimistic outlook and adaptable approach to work.

• Inclusive Leadership: Inspire and motivate others to meet goals while providing clarity and empathy.

2.) Knowledges, Skills, and Abilities

• 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.

Other Duties:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits

AU offers a competitive benefits package. Click here to learn about American University's unique benefit options.

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.

• 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.

• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• American University is an E-Verify employer.

Current American University Employees

American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us

For more information or assistance with the American University careers site, email theworkline@american.edu.

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.