Unit Description:
The Student Services team supports all students at the DeGroote School of Business – MBA, BCom, specialized graduate programs and PhD students. As an integrated team, we champion new ideas, collaborate across boundaries, and learn continually to deliver a consistent and inspiring student experience. Our school’s culture is captured by five values: Collaboration, Community, Inclusivity, Innovation, and Integrity
The Career and Professional Development MBA team delivers innovative excellence in three key areas: Career Development, Strategic Employer Partnerships and Experiential Learning, supporting over 600 MBA students. The MBA business student population is comprised of individuals from diverse backgrounds and experiences, including international students from around the globe. The school, faculty and staff are committed to building an inclusive community supporting all individuals.
This centralized administrative support role, Associate – Career & Professional Development (MBA) will deliver exceptional administrative, logistical and systems support to students, staff, employer partners and alumni in a breadth of areas including; inquiry resolution, event logistics and promotions, campus recruitment logistics, communications (including website updates), office and operational logistics (including Content Management System and various online tools), to name a few.
The incumbent will often be the first point of contact for students and employer partners. This requires a high degree of attention to detail, empathy, active listening.
Job Summary:
Coordinate and support a full range of administrative and customer service duties that require a thorough understanding of departmental organization, functions, policies and procedures with a recruitment focus. Act as first point of contact for content management system
Purpose and Key Functions:
- Plan and coordinate the logistics of on-campus recruiting including job postings, scheduling interviews and compiling reports.
- Provide information to prospective and current students regarding service offerings at outreach events.
- Assist with the development and design of internal marketing collateral in collaboration with marketing staff.
- Develop user guides for students and employers, training documentation for internal staff and team specific standard operating procedures documentation.
- Act as first point of contact and provide internal support for content management system.
- Troubleshoot and resolve routine system issues and escalate complex issues to appropriate external stakeholders.
- Facilitate ongoing updates for the system including data clean-ups, communications audit and system improvements.
- Track and monitor various metrics for both internal and external reporting.
- Create statistical reports and dashboards to support the data gathering process and present results to key stakeholders.
- Schedule student interviews and resolve scheduling conflicts.
- Coordinate event logistics for team including developing relationships with services providers on campus to ensure professional delivery of events for external partners.
- Write a variety of documents including but not limited to, correspondence, reports and information bulletins.
- Review email accounts and respond to inquiries within established customer service guideline standards.
- Create, update and maintain a variety of spreadsheets, forms and templates.
- Update and maintain information in a variety of databases, including websites, and notations on academic transcripts.
- Monitor budgets and reconcile accounts. Complete financial forms, including but not limited to, travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Use a point of sale machine to process financial transactions and ensure event payments are received.
- Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
- Source pricing information and monitor contracts for services and supplies.
- Prepare, collate, copy and distribute materials for meetings and events.
- Set up and maintain filing systems and confidential files electronically.
- Maintain and safeguard the confidentiality of information.
Supervision :
- Provide functional guidance to others on an ongoing basis.
Assets:
- Previous experience in a fast-paced administrative role with strong emphasis on customer service, attention to detail and multi-tasking.
- Responsible for managing high volume of requests from various stakeholders with strict deliverable deadlines.
- Computer literacy is necessary for this role in particular emphasis on Word, Excel, PowerPoint, web design software and Content Management. Previous experience with OSCARplus, Avenue to Learn and MOSAIC are assets.
- Excellent written, oral skills are essential (facilitation skills are an asset).
- Strong teamwork is essential as this role supports and works with multiple team members within Career & Professional Development as well as other career teams at McMaster.
- A professional presence and a proven ability to conduct oneself with integrity and operate in a diplomatic, confidential and sensitive manner are fundamental to the role.
- A skilled communicator with strong interpersonal skills to communicate and partner effectively with students, vendors, employer partners, alumni, faculty and peer colleagues, both verbally and in writing.
- Demonstrated ability to craft messages for website updates that require minimal editing, while representing the level of professionalism at the DeGroote School of Business.
- Demonstrated ability to coordinate and deliver on multiple large scale events simultaneously.
- Ability to collect, analyze, and summarize data to shape recommendations and/or identify trends for new/improved initiatives.
- Strong analytical and problem-solving skills to independently resolve front line inquiries and issues.
- Knowledge of career services and work integrated learning is in an asset.
- Experience in a student focused setting is required.
- Previous experience in managing a multi-faceted workload to ensure timelines are met from multiple stakeholders.
Demonstrated experience in enforcement and operationalizing university and program policies.
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