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Lawrence University · 1 month ago

Operations and Communications Coordinator

Appleton, WI

Part-time

Onsite

Entry Level

3+ years exp

Lawrence University is seeking an Operations and Communications Coordinator to provide operational and communications support for the Career Center. The role includes office administration, budget management, marketing, and employer relations, while also supervising student staff.

Higher Education

Responsibilities

Create and submit Emburse reports twice a month for CC staff

Maintain record of purchases and all expenses in CC budget and reconcile bi-monthly with Organizational Reports

Review Organizational Reports with Dean at least monthly, and when requested

In collaboration with the Dean, assist in annual operational budget process by managing budget requests from staff (professional development and programming), analyzing past expenses and forecasting new ones, and aligning all with individual budget line items

Submit annual budgets for CC

Prepare reimbursement forms on Emburse and submit invoices from vendors

Manage petty cash

Collect refundable cash/checks trip deposits

Write and edit messaging for events, programs, and funding in emails, newsletters and the CC website, social media, Handshake, and the LU Insider

Utilize Handshake software to create targeted email contact lists, post events, research student and employer engagement, approve jobs and employers, and more

Use Constant Contact to build and send emails and newsletters, import contact lists to target constituencies, and maintain current contact lists

Strategically manage the timing of messages sent from the CC, as well as across social media platforms and the LU Insider

Create images on Canva and resize for Instagram, horizontal and vertical digital displays, posters, the LU Insider, FB events, email headers, and handouts

Submit and coordinate timing and distribution of print jobs to ensure highest engagement for events and programs

Use LU online systems to submit digital displays, reserve rooms, order catering, request IT equipment, submit financial requests, request print services and work orders, update events to the LU calendar, and reserve vehicles

Collaborate with colleagues across campus (Director of Fellowships, Dean of the Conservatory, Director of Off-Campus Programs) to promote events by using the appropriate version of the Marketing Checklist

Continually update Marketing Checklists for various scenarios (in-person, virtual, hybrid, and large event programming)

Maintain an active membership in Association of Career Center Communication Professionals (AU3CP)

Assist the Dean, the Assistant Director of Employer and Alumni Relations and the Assistant Director of Internships with events, which can include: planning, executing, evaluating, and optimizing on-campus, hybrid and remote events, employer visits and interview schedules, including reserving rooms and equipment, catering, ordering guest wireless access, scheduling 1:1 chats, creating and testing zoom links, gathering materials, and escorting employers/alumni to events

Manage event communications across Lawrence’s constituents, including students, alumni, employers and community partners

Collaborate with multiple university/faculty representatives to ensure employer visits meet employer, faculty, and student needs

Respond to potential employers and email instructions on how to post opportunities on Handshake

Schedule students and alumni for various appointments, events, mock interviews and 1:1 chats

Respond to student needs, answer questions and redirect students as appropriate

Maintain CC calendar and schedule meetings/appointments for staff

Manage CC email and voicemail accounts and respond to/forward messages as appropriate

Schedule departmental meetings, create initial agendas, and upload weekly agenda to Teams

Assist in the interview process by creating schedules for screening and final interviews (both in-person and virtual), making lodging arrangements, and messaging candidates and interviewers throughout the process

Assist in the onboarding and offboarding process with new hires and exiting employees and maintain those checklists up-to-date for various scenarios (in-person and virtual)

Maintain data collection with current event and interview room usage

Ensure records are maintained in department’s share folder and in SharePoint

Renew staff memberships in professional organizations

Maintain departmental subscriptions to job posting sites, journals and other publications

Purchase office supplies, books and other resources

Coordinate servicing of office equipment

Communicate with IT Help Desk when technical issues arise and assist in resolution

Manage messaging between CC and Chapman Hall Bldg. Coordinator

Coordinate open/locked CC door times with Campus Safety for academic year, summer hours, and special events

Reference student funding/donor account information

Maintain a professional and welcoming office space and organized Work Room

As appropriate and time allowing, serve on a campus committee

Train and oversee Marketing & Media Assistants on the Front Desk duties and projects

Hire, train and supervise Front Desk Assistants

Assist in training of Career Peer Educators with the newsletter process and provide Constant Contact support

Qualification

CanvaConstant ContactHandshakeMicrosoft OfficeZoomSocial Media ManagementOral CommunicationWritten CommunicationOrganizational SkillsTime ManagementInterpersonal Skills

Required

Bachelor's degree

3 or more years of previous administrative experience with solid technical skills (Canva, Constant Contact, Handshake, Microsoft Office (Excel, Word, PowerPoint, Teams), Zoom and willingness/aptitude to learn new applications)

Experience is using online communication platforms (e.g., Instagram, TikTok, X, LinkedIn, YouTube, Facebook)

Excellent oral and written communication skills and ability to prioritize and manage multiple tasks simultaneously in high-traffic office

Outstanding organizational, time management, prioritization and inter-personal communication skills with an appreciation for accuracy and attention to detail

Desire to learn with a focus on continuous improvement

Responsive and flexible

Sensitivity for and confidentiality of materials/information processed

Ability to work independently while maintaining collaborative spirit with supervisor and colleagues

Must have successful completion of criminal and MVR background check

Meet University Authorized Driver Policy requirements

Favorable completion of reference checks