Administrative Assistant, Center for Career Services

Arlington, VA
Jun 09, 2017
Institution Type
Four-Year Institution

Job Category Staff and Administrator

Posting Number M00753

Department Center for Career Services

Reports To Dean, Student Success

Point of Contact Lindsay Jenkins


- Provides general administrative support for and day-to-day office and clerical operations for the Center for Career Services.

- Exercises some discretion when collecting, compiling and analyzing moderately complex information requests.

- Drafts and prepares general correspondences and reports for managers' review.

- Coordinates and/or manages special projects or functions such as maintenance of job posting websites, student employment, special events, etc.

Minimum Qualifications

2 to 4 years of related experience

Preferred Qualifications

Bachelor's degree (BA, BS, etc.) preferred

Special Notes to Applicants

Application materials must be received by 06/29/2017

Open Until Filled No

University Profile

Marymount is a comprehensive Catholic university that emphasizes the liberal arts, career preparation, and personal and professional development. A diverse and welcoming learning community, Marymount serves nearly 4,000 undergraduate and graduate students. The university's location in suburban Arlington, Virginia, offers easy access to the rich resources of the nation's capital. Marymount University is an Affirmative Action/Equal Opportunity employer.

Job Duties

Percent of total time 40

Responsibility / Duty

• Acts as a front-line point of contact for the Center for Career Services by greeting visitors, answering inquiries, retrieving and routing feedback submitted electronically, screening and routing of telephone calls, and retrieving and routing messages left for the voice mail box
• Triage and set up appointments to ensure students' needs are being met.
• Maintain departmental calendars
• Take minutes for staff meetings and distribute in a timely fashion
• Provide general information regarding the university and procedures
• Draft correspondence for manager's approval
• Order supplies
• Help organize special events
• Represent the department at University sponsored events and prepare materials as needed to support these events.
• Assist with planning and executing Student Employee Appreciation Week
• Assist with the implementation of student employee and student supervisor training sessions.
• Assist with sending out student evaluations of their campus work experience.

Percent of total time 30

Responsibility / Duty

• Selects, schedules, trains and supervises Center for Career Services student employees.
• Manage a team of five to eight student workers each year.
• Use job posting site to recruit new employees and coordinate student staff schedules to ensure front desk coverage.
• Develop expectations for performance and train students on all office procedures and customer service etiquette.
• Manage department workload by delegating tasks and special assignments to students to support the needs of the office and help students gain relevant skills.

Percent of total time 20

Responsibility / Duty

• Manage, track and update all front desk operations to ensure all constituents' needs are met.
• Create, implement, and maintain records of Center usage, testing, and staff's client appointments and generating statistical data and text for periodic and annual reports using Microsoft Word, Excel and PowerPoint and the Internet.
• Update student assistant handbooks, office standard operating procedures manuals, and quick reference guides, including offering suggestions to help improve the efficiency and effectiveness of overall office operations.
• Maintain the office equipment inventory system and operating manuals.
• Manage the opening, closing, and settling of the credit card machine and preparing transmittal forms for all credit, check, and money order transactions to send to the cashier.
• Respond to student employment inquiries and problems as needed.

Percent of total time 10

Responsibility / Duty

• Assist with managing online job posting database.
• Perform initial screening of internship and job postings to ensure that all fields are accurately and completely filled out.
• Assist students and employers with navigating and troubleshooting the application process.
• Run reports, retrieve and manipulate data

Supplemental Questions

Required fields are indicated with an asterisk (*).
  1. * What is the highest level of education attained?
    • GED
    • High School Diploma
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • PHD
  2. * Do you have a minimum of two years related experience and/or training?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
  3. References
Optional Documents


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