Undergraduate Academic Advising Coordinator/CACS Project Manager

The Catholic University of America · United States

Supports all aspects of the mission of the University and the Center for Academic and Career Success, splitting time supporting both the academic side of the center by being the lead monitor of EAB Navigate (the university advising and communication system) triaging usage issues and providing user training and the career side of the house through assistance with budget and purchases as well as requesting rooms and ordering food for staff programming.

The projected salary range for this position, which represents the full range of anticipated compensation, is:$55,000-60,000 annually.

Serve as the primary administrative and workflow management support for the Center for Academic and Career Success. Specific responsibilities include, but are not limited to the following:

• Ensure adequate coverage of the front desk during normal business hours.
• Greet and assist all visitors to CACS by connecting them with their intended student/staff tutor/advisor, regardless of the office they are coming to visit (i.e. Tutoring/Writing Center, Veterans Services, Student Abroad, Career Development, etc.)
• Arrange and manage appointments, meetings, and calendars. Schedule appointments and/or meetings as requested; monitor conflicts and provide resolution by notifying parties involved and rescheduling.
• Lead administrative support tasks such as inquiries, responses for services, requests and referrals reported via email, telephone, advanced technology systems and personal visits. Manage, direct and respond to incoming calls and office correspondence such as e-mail and mail in a timely manner. Forward queries to staff members as appropriate, distribute incoming mail and make arrangements for outgoing mail and parcel deliveries.
• Hire, train and supervise student employees, including maintaining student employee records, creating schedules to assure office coverage, monitoring and submitting student hours to payroll and coordinating student employee training and compliance with university and office procedures.
• Oversee financial and business services of 4 budgets consisting of the general office (2 budgets), work-study (1 budget), and the JLD Grant (1 budget). Provide budget material development, account monitoring, and accounts payable reconciliation. Assess expenditures and encumbrances against organizational budget and resolve discrepancies.
• Direct the procurement, inventory, and organization of office services, supplies and equipment.
• Maintain confidential records including student, personnel, and financial. Provide comprehensive records management for the Center to ensure that critical information has been entered and filed appropriately in a timely manner. This includes maintenance of student information and tracking database(s). Assure that inactive documents and information are stored, archived and destroyed appropriately and according to university policy.
• Prepare, edit and transmit written materials and communications to students, staff and other constituents.
• Prepare background material to conduct/create presentations, reports or responses to inquiries.
• Collect, compile and analyze moderately complex data and information and compile routine and complex reports for data analysis, marketing and annual reporting purposes.
• Service and maintenance of office equipment, both shared and assigned specifically to staff.
• Assists with crisis preparation, response and recovery.

Assist the Employer Relations Team, as, needed with:

• Collaborate on the Career fair, on-campus interviewing, and information session preparation and execution.
• Update the job and internship database that houses employer contact information, job/internship postings, on-campus recruiting data, and student/alumni profiles.
• Execute financial transactions concerning recruiting efforts.
• Answering/referring student/employer inquiries concerning the recruitment process.
• Scheduling career fairs, information sessions, and other activities.
• Oversee catering for all Employer Relations events.

Work closely with the Director of the Center for Academic and Career Success to:

• Manage the day-to-day oversight of the EAB Navigate system, ensuring that CACS office usage by staff and students are addressed promptly (i.e. appointments, referrals, etc.)
• Ensure that initial EAB training and continuous training concerning system updates for all CACS staff users take place as needed
• Help implement and manage the EAB kiosk appointment check-in process for student appointments taking place in room 120 of Garvey Hall for all resident offices
• Analyze regular reports in EAB to identify stalled process/issues including, but not limited to: updating user roles, addressing student full-time enrolment issues, follow-up on Progress Reports, Alerts and Cases.
• Properly maintain the success@cua.edu office e-mail by replying to questions, program requests (etc.) as well as making appropriate referrals as is necessary.

Assists with the following as needed:

• Student Employment Fair preparation and execution.
• I-9/work-study Micro-Job paperwork verifications.
• Students/department inquiries concerning the work-study and Micro-Jobs process.

• Bachelor's Degree with three (3) years of administrative experience; experience in an academic environment preferred.