Administrative Assistant I, Career Services & Internship (Internal Only)

Administrative Assistant I, Career Services & Internship (Internal Only) Applicants must provide a minimum of three (3) professional reference entries on the application form. Optional: resume/CV and cover letter. Position Summary Provide administrative and front desk support for the department to provide a wide variety of services and activities related to career planning, job search advising and employer programs for students, employers, and alumni/ae. Key Responsibilities Serve as the first point of contact and provide front office support for the Career Services & Internships (CSI) Office. Assist students and alumni with scheduling appointments, questions, and referrals to resources in person and via phone while providing excellent customer service. Support all areas of the office to assist with the operational needs of the department. Assist with various projects such as nametag creation, student follow-up, event material proofing, programmatic day of event support as needed. Ensure that all appointments are set to the right status (completed, no‑show, etc.) in our management system (Handshake) to ensure proper data collection. Assist employers with utilizing the Handshake system and referring calls to appropriate staff members. Help manage Handshake career management system with approving employers, positions, and events. Troubleshoot questions from students, alumni, employers, faculty, and staff. Schedule meetings, programs, and events for the department in the EMS system as requested. Hire, train, and supervise front desk staff including student workers and part‑time clerical staff. Work with the Executive Director on the creation and management of the department budget including payroll. Order office supplies, promotional materials, and other items; complete purchase orders and rectify them in the Bear Buys budget system. Maintain a schedule for the renewal of technical products and systems. Complete staff travel paperwork, input receipts and complete budget requests using Concur. Conduct follow‑up emails or phone calls with no‑show students to ensure future appointment attendance and to help track missed appointments in alignment with our appointment policies. Manage incoming requests for converting Handshake user accounts to alumni status and updating contact information. Collaborate with employer relations staff to help identify new employers and emerging fields that align with academic programs and student interests. Gather employer feedback to improve services and recruitment experiences. Assist with employer audits to evaluate current partnerships, identify high‑potential organizations for expanded engagement, and uncover gaps in employer representation across industries and academic programs. Maintain accurate employer records in the career services client relations management platform, Career Forge. Assist with the creation, dissemination, data collection, and data scrubbing of the annual First Destination Survey. Assist with other data collection and review projects as assigned. Assist the department marketing team with email campaigns and other relevant projects to increase student attendance at programs and events. Take part in relevant in‑person and virtual trainings to stay up to date on software systems and necessary office tasks. Track and maintain list of department chairs, department administrators, internship coordinators, and other key administrators on a regular basis. Support CSI’s overall DEI efforts and social justice practices to promote student success as it relates to your core duties. Required Qualifications Applicants must have at least two years of full‑time, or equivalent part‑time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or any equivalent combination of the required experience and the substitutions below. Associate’s or higher degree with a major in business administration, business management or public administration may be substituted for the required experience. Associate’s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience. Ability to exercise discretion in handling confidential information. Ability to exercise sound judgement. Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds. Ability to deal tactfully with others. Ability to communicate effectively in oral expression. Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence. Ability to follow written and oral instructions. Knowledge of the principles and practices of office management. Ability to give written and oral instructions in a precise, understandable manner. Preferred Qualifications Strong oral and written communication skills and attention to detail. Experience with computer technology including Microsoft Office (Word, Excel, and PowerPoint). Strong organization and planning skills and the ability to manage and prioritize multiple tasks simultaneously. Experience working in a college/university career center. Experience with career management software such as Handshake. Experience with CRM systems such as Career Forge. Experience managing a departmental budget. Experience marketing/promoting events and programs to increase student attendance. Prior experience related to assessment and data analysis. Advanced Excel, knowledge of Qualtrics/other survey tools. EEO Statement Bridgewater State University is an equal employment opportunity employer and considers all qualified candidates without regard to race, color, religion, sex, age, national origin, disability status, veteran status, gender identity, sexual orientation, genetic information, pregnancy or pregnancy‑related condition or any other characteristic protected by law. Position Type AFSCME Classified Salary Range $2,110.33 bi‑weekly (Grade 15 Step 1) Posting Information Posting Number: S01341P Open Date: 07/07/2026 Close Date: 07/14/2026 #J-18808-Ljbffr Bridgewater Bagel & Coffee