The W. P. Carey School of Business Career Management and Employer Engagement (CMEE) team is seeking an energetic and self-motivated individual to work within the Operations unit. This role is focused on performing business processes and procedures functions that support the day-to-day operations of the CMEE department within a highly productive, service-oriented environment. Interacting with students, alumni, staff, faculty, and employer partners is a core element of this position. If you are interested in being part of a dynamic team, learn more about the business of talent and develop your customer service, business operations and/or administrative skills, this role may be an excellent opportunity for you.
The Business Operations Specialist (BOS) will be responsible for maintaining front office operations to ensure services are running smoothly on a daily basis, in addition to providing administrative support for internal operations. The BOS will be able to provide excellent customer service communications through email, phone, and in-person. This is an important operational role, and the successful candidate will get a chance to grow their professional skills, supporting a diverse set of stakeholders by responding in a knowledgeable, professional, and timely manner to questions and inquiries on behalf of W. P. Carey and the CMEE team.
The Business Operations Specialist plays an essential role on the CMEE team, reporting to the Assistant Director of Operations and working in collaboration with our employer relations and career coaching teams. Other internal and external-facing stakeholders throughout the school and university include faculty, staff, and student-led organizations as partners in our work.
The ideal candidate has exemplary communication skills; has ability to work independently as well as collaboratively and seeks appropriate assistance from their manager; maintains confidentiality; has high attention to detail; is proficient in technology; exhibits a high degree of adaptability, curiosity, resourcefulness, and is committed to fostering an inclusive environment. An ability to problem-solve and figure out how the team can operate efficiently and effectively for our stakeholders is key.
This position is on-campus and scheduled hours Monday through Friday, with occasional extended hours, including early mornings, evenings and/or weekends.
- Oversees the Career Management and Employer Engagement front desk operations in both the career and interview suites, including the management of internal operations related to reception
- Executes a variety of office administrative and business operations support activities on behalf of CMEE teams, such as interpreting and explaining established university and unit policies and procedures in response to inquiries from a variety of sources, requiring comprehensive knowledge of W. P. Carey departments & degree programs and the Recruiting Management System (Handshake)
- Provides office operations support such as scheduling and coordinating meetings and special events with faculty, staff, students as well as external constituents, facilitating reservation requests, and responding to inquiries
- Works within established budgets to make approved purchases for CMEE operations and staff needs, and handles disbursement for payment processing
- Develops and manages departmental standard operating processes and procedures, including the Graduate Student Funding Initiatives; maintains and updates databases, spreadsheets, the website, and records, utilizing Handshake, Google Sheets, and/or other software platforms
- Coordinates new staff hires and departures with in CMEE team
- Arranges and executes departmental facility and technology needs such as office moves, new equipment requests, supply orders, building maintenance requests, and building access
- Collaborates with the Assistant Director of Operations to coordinate and manage student assistants, including onboarding, training, and project management
- Provides backup systems and event logistics support, such as managing employer activity in Handshake, coordinating company events, and providing career coaching team with technological support
- Performs other general administrative and operational duties, as assigned
Bachelor’s degree in a field appropriate to the area of assignment AND three (3) years of related experience; OR, Seven (7) years of related experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
- Experience in providing administrative and business operations support, preferably in a higher education/university environment
- Experience in working with Handshake, Salesforce, Microsoft Office applications, Google Drive, Slack
- Ability to provide a client-focused approved when working with colleagues, faculty, staff, students, alumni and external stakeholders; exhibiting professionalism and expertise in every interaction and engaging in professional development to meet expectations for service excellence
- Experience in problem solving and decision making in non-routine situations by determining the approach or action to take and interpreting guidelines, procedures, policies and practices
- Experience with budget processes and implementation
- Experience using organization, detailed-oriented skills while prioritizing multiple tasks in a fast-paced, service-focused, team-based environment
- Evidence of effective verbal and written communication skills
- Experience in interpreting and implementing administrative and academic practices and principles
- Experience hiring and managing students
- Experience in establishing, developing, and maintaining strong working relationships within a large office environment
- Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse
- Required to stand for varying lengths of time and walk moderate distances to perform work
- Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds
- Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts
- Communicate to perform essential functions
- Regular use of standard office equipment including, but not limited to: computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and associated computer/technology peripherals
- Scheduled hours Monday through Friday, with occasional extended hours, including early mornings, evenings and/or weekends