Administrative Assistant

Administrative Assistant

3+ month contract, with potential for temp-to-perm

On-site — New York, NY 10027

$25–$27/hour

Must Haves

• Two years of related office experience is required.
• Excellent interpersonal and customer service skills, with demonstrated ability to communicate with students and other constituents in a welcoming, patient, professional, and helpful manner.
• Must be comfortable working in a highly student-facing environment with frequent in-person interactions, walk-in questions, and competing requests throughout the day.
• Must be proficient in using technology and have substantial experience with computer programs, including MS Office applications (Word, Excel, and PowerPoint) and G-Suite programs (Gmail, Drive, Sheets, and Docs).

Preferred Qualifications

• Bachelor’s degree is strongly preferred.
• Prior experience in higher education or an educational setting, particularly in a student-facing or administrative support role, is preferred.
• Experience in a high-volume customer service, front-facing administrative, or student support role is preferred.

Position Summary

Reporting to the Associate Dean and Associate Director of Career Services, the Administrative Assistant provides comprehensive administrative support to the Career Advancement Center and assists with coordinating many aspects of its operations, which serves a student population of over 1,400.

This is a highly visible, student-facing, and customer service-oriented role that requires a welcoming, approachable, and responsive presence for students, alumni, employers, and visitors throughout the day. The incumbent must be comfortable working in an active office environment where students may frequently stop by with questions or requests for assistance.

Responsibilities include directing students, alumni, employers, and visitors to appropriate resources; providing guidance on navigating university policies and procedures; processing academic requirements; serving as a liaison between departments; and training and overseeing student workers.

Responsibilities

• Acts as the first point of contact for incoming student, alumni, interdepartmental, and employer inquiries by managing general email inboxes and the main office phone line. During busy periods, incoming emails can exceed 50 per day and may involve complex requests requiring research and input from senior staff.
• Coordinates student and alumni appointments through the career services platform, including scheduling drop-in and advising appointments, processing cancellations, verifying appointment details, and assisting users with platform access issues.
• Processes academic requirements for a student population of approximately 1,400, including required internship programs and professional development courses. Instructs students on completing requirements and necessary forms, compiles paperwork through a multi-step process, enters grades into the student information system, and uploads internship data into the student-facing internship database. Assists with the administrative processing of summer internship stipends.
• Assists the Associate Director with reviewing practical training and cooperative agreement documents submitted by students. Helps answer procedural questions and directs students to the appropriate staff or department when necessary.
• Tracks student engagement and assists the Associate Director in developing metrics and thresholds to monitor outreach success throughout the academic year. Assists with coordinating and reporting employer data.
• Assists with scheduling conference rooms and staff meetings.
• Reconciles monthly corporate card statements and submits travel and expense reports through the expense management system on behalf of the Associate Dean.
• Manages, purchases, and restocks office supplies.
• Updates and maintains the career education library, including both print and virtual resources.
• Provides students with immediate technical support for the office’s virtual resources, including career platforms, internship databases, résumé/interview resources, and other student-facing systems.
• Supports team-building activities for 20+ student workers, program assistants, and staff.
• Drafts internal and external communications, including letters, memos, announcements, and reports.
• Coordinates meetings, conferences, and appointments as directed, including providing administrative support to the Associate Dean as needed.
• Performs other related duties as assigned.