University of Puget Sound Hiring for CES Operations, Programs and Events Coordinator at Career and Employment Services Full Time

Job Title: CES Operations, Programs and Events Coordinator
Location: Career and Employment Services
Regular/Temporary: Regular
Full/Part Time:
Job ID: 7225
Staff Posting Details Appointment: regular, part-time, (0.9) FTE. Position Summary: As a member of the CES team, contributes to the development and implementation of highly effective, integrated career and employment services, with a focus on inclusion and equity and in support of the mission and goals of the college. Manages all facets of CES events from large scale career fairs to smaller programs and workshops ensuring collaborative and smooth organization, implementation, assessment, and improvement. Provides supervision and serves as a mentor and coach to CES student staff members in support of their professional and career development and in balance with departmental needs. Oversees reception, ensuring that all constituent interactions result in distinctive service that welcomes, engages, and serves students, employers, alumni, and other constituents, of all backgrounds and identities. Guides and supports the development, improvement, ongoing implementation, and evaluation of distinctive CES programs, including a variety of student employment programs. Essential Job Functions and Responsibilities:

Student Supervision and Reception

Serves as a highly visible ambassador for CES, building confidence and trust in our team and services.
• Collaboratively promotes cultural diversity and multicultural understanding in our office and on campus, ensuring CES is a space where individuals of all backgrounds feel accepted and supported.
• Applies knowledge of how unjust systemic issues impact access and opportunities when working with students who may have visible or invisible marginalized identities.
• Supervises, coaches, and mentors a team of 7 CES Assistants, including 2 Lead CES Assistants.
• Trains, mentors, and coaches Lead CES Assistants in development of skills related to peer mentorship and inclusive leadership of the student staff team.
• Plans and executes on-boarding, orientation, and training for new student staff members.
• Assigns and oversees work assignments and project involvement for student staff members, collaborating with CES regular staff to develop a range of meaningful projects in alignment with departmental needs and goals.
• Maintains knowledge of administrative functions within Handshake in order to train student staff members who have specific responsibilities within the system.
• Develops and facilitates weekly or semi-weekly team meetings to ensure student staff professional development is enhanced while also meeting office needs; creates and updates training materials, standard operating procedures, and other communication vehicles.
• Engages in on-going professional development to support growth as a supervisor and mentor of student staff members to include participation in Compass Puget Sound.
• Engages in brief intake advising with students to ensure their immediate career development needs are met, and that they have an action plan for their next step; role models and ensures CES student staff members maintain current knowledge of the full range of CES services and resources, are able to communicate about these with students, and exhibit multicultural understanding and an inclusive approach to customer service.
• Plans, coordinates, and executes efficient and effective office operations to ensure a pleasant, welcoming, and orderly office environment. Proactively monitors, organizes, and purchases office resources and supplies.
• Independently manages CES e-mail account and makes informed, appropriate, and timely referrals/responses.
• Oversees I-9 collection process including collection and verification, data entry and filing, paying particular attention for non-routine circumstances and alerting appropriate CES staff members as needed. Regularly engages in review of federal regulations to ensure internal collection processes align. Provides training and instructions for CES staff and supervisors.
• Oversees student employment verification and reference check process for current and previous student staff in compliance with university and FERPA regulations.

Event Planning

• In partnership with career advisors, makes recommendations for innovative, effective, efficient approaches for delivering programs and workshops.
• Employs big-picture thinking and leadership in service of thoughtful decision making and developing efficiencies across all CES events.
• Efficiently leads 4-6 work groups of staff, students, and/or alumni to strategize, organize, facilitate, and manage all details of large-scale career events.
• Ensures programs and events proactively engage and support international students, underrepresented students, and students with disabilities.
• Collaborates with CES Communications Coordinator to ensure streamlined and timely promotion and outreach for each CES event.
• Establishes and implements robust and comprehensive event evaluation process, measuring event impact and integrating assessment of outcomes, including equity and inclusion-specific outcomes; implement data-driven adjustments to increase future success and maximize student impact.
• Proactively manages event logistics and troubleshoots any emerging issues on event day.
• Establishes and updates process documentation which ensures success of 4-6 major career or alumni networking events annually.
• Develops expertise in Handshake event management module; collaboratively manages event submission and maintenance within system as needed.
• Serves as member of CES social media and communications team.

Program Support

Student Employment programs and Compass Puget Sound

Collaborates with associate director of student employment programs, training, and development on student employment programming and innovative improvements that engage students and promote or create equity of access to transformational experiences for students of all backgrounds and identities during their time at Puget Sound.Manages logistics of scheduled supervisor trainings and other program needs as assigned.Creates and maintains program materials, including supervisor training materials and website information with strong ties to student growth and professional development.Creates promotional emails and other materials to connect with supervisors of student staff and with student staff members about Student Employment programming and resources.Supports on-going assessment of program, measuring impact and integrating assessment of learning outcomes, including equity and inclusion-specific outcomes. This may involve development and distribution of surveys to students and supervisors, data collection, and analysis of outcomes.

Employer Relations

Oversees high volume of event logistics for employer visits as directed by associate director of career services and employer engagement, including space reservations, catering orders, event staffing, logistics communication with employer, and preparing any event materials.May greet employers on arrival to campus and provide directions or instructions to ensure a smooth visit and successful recruiting experience.

Data/System Administration and Assessment

Develops expertise in campus-wide systems supporting event planning. Regularly documents procedures in a constantly evolving online-system environment. Conducts pre- and post-event/program evaluations and reports on outcome; assesses events’ and programs’ alignment with institutional needs and mission and proposes changes that move towards greater alignment as needed.Continually evaluates event/program data; identifies trends and apprises associate director of recommended course of action.Maintains expertise on best practices for collecting and managing event/program data, including the use of survey tools in Handshake and Qualtrics.Ensures the best experience possible for all system users by providing front-line troubleshooting of student employment processes and student account issues in online system(s).Supports third party system selection, implementation, and troubleshooting.Serves as ad hoc member of CES data team.

Budget Responsibilities

Effectively manages budgets related to events, programs, and workshops.Monitors CES student staff members’ statuses of earnings to ensure the desired utilization of work-study award is achieved.

Other Functions

Serves on or leads committees and project teams as requested.Provides logistical support and coordination for staff departures and new staff arrivals; may assist with CES vacancy search logistics.Actively participates in department and university-wide work towards institutional equity and inclusion, demonstrating a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.Supports the college’s strategic plan, including the diversity strategic plan.Performs other duties as assigned.

Qualifications:

Bachelor’s degree Experience with event planning.At least 1 year of experience with supervision or equivalent leadership, demonstrating the skills necessary to effectively mentor, coach, and supervise a group of student staff.Experience related to career development, student employment, human resources, financial aid, or related field is desirable. Experience with program development, implementation, and assessment is desirable.Demonstrates cultural competence and proven effectiveness in serving the needs of a diverse undergraduate student population.Must demonstrate a strong customer service orientation and have the ability to organize, analyze, prioritize, and problem-solve within a fast-paced office environment with frequent interruptions.Exceptional communication skills and ability to work with small and large groups. Demonstrates experience leveraging innovation and creativity in a rapidly evolving, service-oriented environment. Ability to work and move projects forward with temporary ambiguity.Demonstrates experience collaborating with wide variety of constituents to achieve successful program improvement aligned with institutional goals.Must have a commitment to cultural diversity and facilitating inclusion and equity.Ability to respectfully work, communicate and provide leadership within a diverse campus community.

Compensation and Benefits: The range for this position is $20.00 to $21.25 per hour. Decisions about starting salaries are made based on the extent and relatedness of the candidate’s education and experience and on internal equity and market considerations. Puget Sound offers a generous benefits package for eligible staff employees, including:

Medical, dental, and visionLife insurance and long-term disabilityEmployee Assistance ProgramRetirement plan options and 403(b) contributionsPaid vacation, sick leave, floating holiday, campus holidays and bonus holidaysEducation benefits, such as full tuition for eligible employees and their familiesAccess to university facilities and entertainment (fitness center, pool, library, concerts, lectures and more!)

Please note: -Positions that work less than .75 FTE (1,560 hours per year) do not qualify for long-term disability or education benefits.
-Positions that work less than .50 FTE (1,040 hours per year) will accrue paid sick leave but are not eligible for additional benefits.
-Temporary positions that work at least .50 FTE (1,040 hours per year) will be eligible for benefits after 6 months of continuous employment.This position is non-exempt from the provisions of the Fair Labor Standards Act. For more information on Puget Sound’s non-exempt staff benefits package, visit: https://www.pugetsound.edu/sites/default/files/2023-02/2023%20Benefits%20for%20Non-Exempt%20Staff.docx.pdfFor the Campus Holiday and Bonus Day Schedule, visit: www.pugetsound.edu/human-resources. Application Deadline: Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified. Required Documents:

ResumeLetter of Interest

Applications submitted without the required attachments will not be considered. All offers of employment are contingent on successful completion of all required background checks.

We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.

Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversityThe University of Puget Sound is an equal opportunity employer.