Department Coordinator I –Gateway Career Center (hourly, union)

This specialist position provides advanced secretarial and clerical support to assigned administrators faculty and departments in support of the efficient operation of the department.

Essential Duties and Responsibilities

Greet visitors to the Gateway Career Center using a friendly and customer service forward approach in-person and on the phone.

Develop systems for and maintain files and photocopies systematically.

Act as a key resources to team members and students and act as a primary resource to other areas of the College.

Provide ongoing assistance occasionally escalating questions and problems to a higher level as necessary.

Manage complex administrative operations including departmental workflows records calendars communications and correspondence.

Serve as a primary point of contact for students families staff faculty employers alumni and campus partners; route inquiries and parent communications appropriately.

Collaborate with team members to manage and track departmental budgets including processing purchases invoices payments and reimbursements for office and program supplies as well as student payroll benefits.

Coordinate logistics for meetings programs events searches and travel including space reservations catering work orders and expense reporting.

Submit and track work orders and collaborate with campus partners to ensure timely completion.

Handle confidential and sensitive information involving students alumni employers and families with discretion.

Provide guidance during complex interactions and navigate organizational dynamics with professionalism and sound judgment.

Work with team members to keep the office organized and well-maintained ensuring an efficient and welcoming environment.

Ensure compliance with applicable laws policies and regulations (e.g. FERPA HIPAA).

Identify opportunities to improve processes and demonstrate initiative and leadership within the department.

Maintain accurate student records through effective use of the Handshake career management platform

Perform other related duties as required to support the mission of the Gateway Center

REQUIRED SKILLS:

• Functions well in a fast-paced and busy environment.
• Clear and professional written and verbal communication ensuring messages are accurate concise and understood by others.
• Active listening and effective questioning to clarify information and support understanding.
• Work collaboratively fostering an inclusive collegial environment that values diverse perspectives and supports team success.
• Ability to work independently manage priorities and consistently meet deadlines.
• Attention to detail and the ability to manage multiple tasks and projects simultaneously.
• Strong interpersonal skills and professionalism modeling excellent customer service and supporting positive interactions with students families alumni employers and colleagues.
• Commitment to continuous professional growth applying feedback to improve skills and performance.
• Ability to handle confidential information with discretion and sound judgment.
• Proficiency in managing online information systems records and departmental resources

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• Prior substantial closely related work experience
• Associate degree certificate or equivalent combination of education degrees and experience
• Proficiency at the advanced level for Microsoft Office and Google Suite

PREFERRED QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• Prior Lafayette College work experience
• Regularly demonstrates ability to learn and use new computer and web-based applications and products essential to department functions (e.g. Microsoft Office Handshake FAMIS Qualtrics Career Vault Google Suite Emburse Banner OurCampus electronic data records etc.)
• Regularly exercises good judgment in identifying issues that need to be brought to immediate supervisors including ideas for improvement and inefficiencies

PHYSICAL REQUIREMENTS:

• While performing the duties of this position the employee is regularly required to stand walk and sit. The employee is occasionally required to stoop kneel crouch or crawl. The employee will occasionally lift and/or push up to 40 lbs.

ADDITIONAL NOTES AND/OR SPECIAL POSITION REQUIREMENTS:

• Supports departmental operations during large processes such as career fairs which may include evening or weekend hours.