Department Summary & Job Purpose:
The Career Development Center at Mount Holyoke College fosters lives of intent and purpose through career curiosity, confidence, and knowledge. We support students with all aspects of career development, including exploring their interests, refining career paths, building relevant skills and connections, and gaining practical experience. In addition to advising, resources, workshops, alum and employer events, and jobs and internships, we also improve access to opportunities through the college’s Student Employment and Lynk Summer Funding programs.
As the front face and initial point of contact for the Career Development Center, the CDC Administrative Coordinator directly supports overall CDC efficiency and reputation. This part-time, academic year position trains and coordinates the student employee team that greets, triages, and guides all visitors, including students, alumnae, campus partners, and employers, efficiently into appropriate resources and opportunities with the CDC. This role is critical to the customer service experience for all constituencies who engage and partner with the CDC by both effectively interfacing with constituents and working closely with colleagues, including the CDC leadership team, to monitor, assess, and calibrate resources and advisor availability to meet demand annually including escalating critical demand and/ or situations to the appropriate leadership as needed. Ultimately, the CDC Administrative Coordinator ensures that visitors have the highest quality experience with the CDC and that systems run smoothly and efficiently in a lively office that provides over 6000 student advising sessions and hundreds of consultations with alumnae and employers annually.
This position also provides support to the leadership team of the Career Development Center, including scheduling and project support for department initiatives and priorities. This 9-month (mid-August through mid-May), 25-hours-per-week position reports to the Executive Director and works closely with all CDC Staff members. As a student-centered position, this role is primarily an in-person one. The opportunity to work remotely may be available during the winter break period.
Core Job Duties and Responsibilities:
- Coordinate overall front desk operations, including greeting and supporting students as well as visitors, both internal and external, including facilitation of the department’s scheduling process and oversight for student appointment capacity;
- Responds to all incoming phone calls, emails, and visitors, which includes reading, analyzing, prioritizing, and independently answering/directing incoming service inquiries;
- Tracking and entering data using Handshake/ Google Docs/ Microsoft Office Suite - including management and development of data entry processes for the Front Desk Team;
- Train and coordinate a team of up to 12 student employees annually who assist with Front Desk responsibilities,
- Support facilitation of advising operations in collaboration with professional advisors;
- Provide administrative support to the CDC’s leadership team, including scheduling meetings, note-taking, maintaining and distributing organized records and materials, making travel arrangements, etc.
- Serve as the central contact for building-related matters to support the safe and efficient running of the office and its programs, including liaising with Facilities Management.
- Monitor office supply levels and provide purchasing requests to the AD, Metrics & Assessment.
- Assist with approving job postings and employer account requests to use the online recruiting platform during high-volume periods.
• Excellent interpersonal skills and ability to develop strong working relationships with undergraduate students, staff, faculty, alumnae, and employers. Excellent in-person and telephone customer service, creating a positive and welcoming atmosphere for all visitors and callers.
• Experience as a customer service team lead or related supervisor.
• Clear and professional written communication, especially email communication.
• Calm and professional when responding to multiple calls or visitors simultaneously and receiving complaints or concerns.
• Ability to carefully follow confidentiality procedures, especially concerning student information.
• Ability to work quickly and thoroughly with attention to detail in an energetic environment and an open workspace. Experience in a high-paced professional office environment.
• Outstanding organizational skills and attention to detail, with a strong track record of reliability, efficient follow-through, and management of task, event, and project responsibilities.
• Excellent judgment and problem-solving skills. Experience scheduling appointments for clients where assessing needs and considering resources is key to optimizing the client experience and the office's needs. Ability to make warm, appropriate referrals.
• Computer proficiency with systems such as online calendars and databases; able to learn new systems quickly.
• Demonstrated commitment to principles of community and diversity and the ability and desire to work effectively with diverse students, alumnae, and employers from domestic and international locations.
• Reliable and punctual attendance, with the ability to work a fixed schedule (exact schedule open to negotiation at point of hire)
• The ideal candidate will have progressively responsible experience as an administrative assistant, receptionist, or customer service representative and some experience training or supervising others who provide customer service.
• The Career Development Center’s vision is to see every student engaged, experienced, prepared, and connected at Mount Holyoke College. The CDC team believes that various strengths and perspectives are essential to realizing this vision. We are committed to building a diverse, dynamic team where individuals are valued and included. Relevant training and professional development will be available. New graduates are encouraged to apply!
• All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified employees that will allow all its students, faculty, staff, and associated with them to carry out its mission successfully. The College will conduct appropriate background checks for all new hires as a condition of employment. Mount Holyoke has designated the Office of Human Resources as the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver Credential) are completed and utilized in the hiring process and Five College Office of Compliance and Risk Management as the office responsible for facilitating background checks as articulated in this policy.
Special Instructions for Applicants:
Apply online; application materials must include:
- A cover letter summarizing interests and qualifications
- A complete resume or curriculum vitae
- Contact information for 3 professional references
Mount Holyoke College is a women’s college that is gender diverse. The College is committed to providing all employees and students equal access and opportunity in employment and education. In compliance with state and federal law, Mount Holyoke College does not discriminate based on race, ethnicity, color, genetic information, sex, national or ethnic origin, religion, age, physical or mental disability, marital status, sexual orientation, pregnancy, gender identity or expression, ancestry, veteran or military status, or any other legally protected status under federal, state or local law. The College does not discriminate based on gender in recruiting and admitting students to its graduate program.
Mount Holyoke College is an Equal Opportunity Employer.