Working independently, the Program/Employer Relations Coordinator performs a broad range of highly skilled administrative support functions. Working under the direction of the Director and Associate Director, this position provides vital day-to-day support for the planning and execution of the office’s signature campus events. The Program/Employer Relations Coordinator must possess excellent written and verbal communication skills, outstanding organization of and experience with project tracking, meeting coordination, event planning, an understanding of career management software, the ability to meet deadlines and balance multiple priorities, the ability to think logically and creatively, and a willingness to work in a collaborative, diverse and fast-paced work environment. Work is performed without close review and involves knowledge of the organization, policies, procedures, and personnel, and the exercise of frequent independent judgment in making administrative decisions.
About Harvey Mudd College:
Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering and mathematics. HMC enrolls about 800 students and is a member of The Claremont Colleges, which comprises five undergraduate colleges and two graduate institutions. According to students, professors, and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature. The working environment is built on collaborative relationships between and among all members of the campus community and a deep commitment to the College’s mission to educate students “so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.”
SUMMARY OF DUTIES AND RESPONSIBILITIES
Provide a full range of logistical support for three annual career fairs and smaller recruiting events.
Create and manage calendars which drive the overall planning and execution process for the two large career fairs.
Work with the Director and Associate Director in the development of the programs offered in the fall and spring semesters.
Coordinate all the logistics involved in planning the MUDD on the Road company visits throughout the year.
Work directly with key vendors on and off campus to facilitate all aspects of the above programs as well as work in a highly collaborative environment with the members of the career center and Dean of Students’ team.
Provide support for the Director which includes managing funds collected for career fair registrations and expenditures, budget reconciliation, database entry into the career management system to keep system up-to-date, running various reports, and additional support as needed.
Manage student workers and student peer consultant program
Serve as a key member of the Employer Relations team.
Cultivate relationships and assist with identifying career opportunities with a variety of organizations.
Reach out to designated employers at the direction of the Associate Director as needed.
Work with the Associate Director on the On-Campus Recruiting Programming by maintaining the recruiting calendar, including reserving space for and confirming information sessions, setting up resume collection sessions, and building/coordinating on-campus interview schedules.
Track and follow-up with employers when awaiting job descriptions and other information necessary.
Reserve rooms and coordinate set-ups, order catering for campus recruiters’ visits, and invoice companies for expenditures. Respond to audio visual requests from recruiters.
Assist in the coordination of special events, e.g. pre-fair mixer, including overseeing the coordination of student “event” sign-ups.
Collect and process information from employers regarding their upcoming recruiting needs.
With, or in the absence of, the Associate Director, greet and host visiting employers during on campus interview days and, on occasion, during information sessions.
Coordinate and assemble interview packets for recruiters, signage and other similar materials as assigned.
Prepare laptop and/or iPad and necessary materials for events; prepare name tags for registered students, A/V, catering, set up information.
Post job descriptions for full-time jobs and internships in Handshake; coordinate with the Associate Director on Social Media to market events as appropriate.
Serve as an additional liaison with recruiting consortia partners and work collaboratively with the Employer Relations staff at all of the Claremont Colleges.
Maintain and control confidential designated student and employer databases, recruiting statistics/documents
Manage digital signage; upload new slides, remove old slides.
Respond independently to student and employer inquiries regarding the Handshake system requiring knowledge of policies and guidelines.
Prepare responses to routine and non-routine inquiries made by telephone or electronically.
In the Director and Associate Director’s absence, ensure that requests for action and/or information are acted upon and information is relayed as appropriate, both internally and externally.
As designated, attend employer relations meetings and other designated meetings, workshops, or seminars to record minutes either verbally or in writing as requested by director.
Manage pending employer registrations, student registrations, OCR requests and job postings in Handshake.
Approve a large quantity of job postings on a daily basis.
Assist in the maintenance and coordination of the budget for the Office of Career Services under the supervision of the Director; prepare RFCs, prepare monthly budget reports.
Order materials and maintain supplies for all programs in the Office of Career Services.
Prepare monthly budget reports for director.
Process credit card payments from employers for events, registration fees, etc.
Reconcile debit card accounts of two staff members on a monthly basis.
Perform other essential duties and tasks specific to the position and provide administrative support. Participate in professional, training/development activities as designated by the Director.
Graduation from high school plus two or more years of college or business school equal to at least two years of college, with courses in office administration and organizational procedures; or any combination of education, training and experience that provides the required knowledge, skills and abilities of the position.
Two to three years of office experience providing administrative support in a customer service-oriented office
Required Knowledge, Skills and Abilities:
Attention to detail and high level of accuracy
Very strong organizational and administrative abilities
Strong written and oral communication skills; excellent customer service skills
Ability to exercise good judgment with limited guidance
Friendly demeanor that creates a welcoming environment for visitors
Demonstrated professional demeanor
Ability to multi-task
Ability to work with frequent interruptions
Ability to be flexible on a regular basis
Knowledge of the STEM (science, technology, engineering and math) liberal arts curriculum and how to work with those students
3+ years office experience providing administrative support in a customer service-oriented office
Computer or Technical Skills
Ability to operate personal computers and online computing systems as well as other office equipment such as copy machines and phone systems
Intermediate level skills in Word and Excel.
Comfort and willingness to learn new technology
Experience with Handshake
Advanced skills in Microsoft Word, Excel, and PowerPoint
Possess and maintain a valid driver’s license and driving record acceptable to the College’s automobile insurance carrier.
Normal physical job functions performed within a standard office environment and include reaching, fingering, grasping, talking, hearing, seeing and repetitive motions. May occasionally lift/push/pull items up to 15 lbs.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The regular hours are 8:00 a.m. to 5:00 p.m., Monday – Friday. Hours may vary due to the needs of the department or College.
This is an exempt, full-time, benefits-eligible position.
This position reports to the Director of Career Services
Please visit www.hmc.edu/employment to view a complete job description for this position and obtain information about how to submit an application. Information about HMC’s competitive benefits package is available at www.hmc.edu/hrbenefits.
Deadline to apply:
Position will remain open until filled.
This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.
Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.
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