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:

-Bachelor's degree or equivalent combination of education and experience.
-Experience in administrative support, preferably in a higher education or career services environment.
-Strong organizational and time management skills.
-Ability to manage multiple priorities and projects simultaneously.
-Excellent communication and interpersonal skills.
-Comfort using web-based platforms and social media for professional communications.
-Demonstrated attention to detail and accuracy.
-Proficiency with Microsoft Office Suite and ability to learn career services software platforms (e.g., Handshake, Salesforce).

Preferred Skills and Experience:

-Familiarity with art and design fields and professional practices for artists.
-Experience in higher education, career services, or student employment settings.
-Experience with event planning and employer engagement activities.
-Familiarity with employment regulations including FWS, labor, and immigration laws.
-Working Knowledge of student CPT work authorizations and OPT work permit requirements.

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.