Administrative Assistant, Career Services

Administrative Assistant, Career Services

We are searching for an experienced Administrative Assistant, Career Services at our Goldsmith Campus - Westchester campus.

Provides administrative, programmatic, and employer relations support to the Career Services department. Manages job and internship listings, supports student employment processes, assists with large-scale events, provides guidance to employers and students, and helps maintain department communications, data collection, and compliance with related policies and regulations.

Core Duties and Responsibilities :

• Serves as initial contact for Career Services office, including Student Employment, managing general email / phone inquiries and routing as needed.
• Advises and provides feedback to students on general, entry-level career development topics.
• May assist with facilitating or delivering career education content within the classroom or academic space.
• Supports student employee hiring, training, supervision, and performance feedback in collaboration with Associate and Assistant Directors. Provides guidance and / or feedback on work assignments and checks the quality of work.
• Manages, maintains, reviews, and updates the College's online student job board. Provides guidance to employers on utilizing the recruitment platform and ensures legal compliance with labor and immigration laws in internship / apprenticeship and employment postings.
• Conducts program and event assessments, qualitative and quantitative, for continuous improvement.
• Creates, audits, and regularly updates employer-facing communications including webpages, direct emails, announcements, recruiting newsletters, LinkedIn and Instagram posts, and event collateral.
• Supports Associate and Assistant Directors with coordinating engagement initiatives, programs, and events.
• Supports planning and facilitation of large-scale events including Internship and Recruitment Day and O-Launch Annual Exhibition.
• Provides administrative support to program development including room reservations, email / marketing campaigns, catering orders, and event setup / breakdown.
• Tracks participation in career-related programming and experiential learning / internships.
• Supports management of department employment outcomes surveys, first destination surveys, and department data collection.
• Provides partner onboarding and training related to student employment processes, including job posting, eligibility screening, hiring requirements, and timesheet / payroll follow-up.
• Screens Federal Work Study (FWS) applicants for eligibility and forwards screened applications.
• Coordinates with Financial Aid, Payroll, and Business Office to monitor federal work study allocations.
• Processes invoicing and billing of employers for recruitment events, activities, and sponsorships.
• Facilitates disbursements to pay invoices, honorariums, and vendors / independent contractors.
• Supports budget allocation and management for student staff.
• Renews existing partner agreements and MOUs annually.
• Orders and manages inventory of department office supplies.
• Performs other related duties as assigned.

Required Qualifications :

Preferred Skills and Experience :

FLSA Status : Non-Exempt

Compensation Type : Hourly Wage

Salary Range : 20.00 - 25.00

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.