Data and Administrative Coordinator (Part-time) CAREER SERVICES DEPARTMENT Vanguard University
POSITION SUMMARY: The Data and Administrative Coordinator is a ½ time regular position, and will provide a broad range of data tracking, reporting, administrative and customer relation needs for the Career Services Department (CSD). This position will provide support to ensure student, faculty, staff and employer satisfaction. This position reports to the Director of Career Services.
ESSENTIAL FUNCTIONS: Database & Online Platforms
Serve as the expert in the university's platform for job and internships, Handshake, utilizing its capabilities to the fullest, ensuring data is properly managed: student approvals, employer/job approvals, event management, on-campus recruiting, First Destination Survey, etc..
Collaborate with IT Department to ensure Handshake data is accurate and updated on a regular basis.
Manage the details of implementing a centralized process for tracking internships via Handshake.
Utilize Handshake to implement the University's First Destination Survey (Career Out Come Report) and provide reports to various departments across campus.
Manage the process of tracking and reporting on various career preparation outcomes (e.g. 4 Year Discipleship Plan, 4 Year Career Plan, etc.).
Make recommendations to CSD team regarding Handshake best practices.
Assist with data entry regarding student and employer records in Handshake, Colleague and Raisers Edge as needed. Career Services Department Support
Serve as professional first point of contact and welcome students, employers, faculty, and staff who come into the CSD or contact the department via email or telephone.
Provide support to all CDS staff members with ongoing projects, establishing and maintaining electronic files, tracking student engagement, ordering office supplies, distributing information, processing expense reimbursement forms, scheduling meetings, reserving room space, updating calendars, etc.
Assist students/alumni with career advising resources.
Manage CSD email account, responding to messages in a timely manner.
Order office supplies and maintain appropriate inventory levels for office.
Maintain accurate records and provide timely statistical activity reports on student engagement within career services.
Manage CSD student worker(s) by assigning and monitoring assignments.
Participate in various campus committee meetings and department meetings as directed.
Identify risks to the University associated with the position
General office support as needed and other duties as assigned.
As a requirement for hire, the insurance company requires that you possess a valid driver's license, auto insurance card and that you are able to meet the mandated criteria for obtaining Vanguard University driver authorization.
Bachelor's Degree preferred.
Minimum three to five years of administrative experience, preferably working in a fast-paced office for one or more senior managers.
Prefer familiarity with Handshake and its reporting tools.
An intrinsic drive to learn and use technology and software, including Handshake and Raisers Edge, the Career Service's comprehensive database system, for a range of functions.
Strong organizational and time management skills, as well as initiative.
A problem solver who enjoys data analytics and reporting.
Excellent computer skills, including experience with Microsoft Office
Excellent word processing, spreadsheet preparation and proofreading.
Excellent knowledge of English grammar, spelling and punctuation sufficient to compose, edit and proofread correspondence and reports.
Ability to prepare materials for distribution (electronic, mailings and hardcopy), including agendas, meeting materials letters, reports, presentations and briefings.
Demonstrated ability to exercise independent judgment and make decisions based on established policies and procedures in supervisor's absence.
Excellent interpersonal skills and a high degree of professionalism and initiative; strong customer service orientation.
Strong attention to detail and accuracy.
Must be able to show discretion and maintain confidentiality.
Capacity to manage multiple tasks simultaneously with minimum supervision while effectively meeting deadlines.
Knowledge and acceptance of principles and philosophies of Vanguard University.
Knowledge of Vanguard University is preferred.
SALARY: Part-time position, 20 hours per week. Salary is commensurate with education and experience. Qualified employees have the opportunity to enjoy prorated benefits such as a 403(b) retirement plan, paid sick and vacation, paid holidays and employer paid life insurance.Funding for this position is from a Title V HSI grant sponsored by the Department of Education (Award #P031S200287). This is a partially grant-funded position with an anticipated grant end date of 9/30/2025. Although the grant is expected to end on that date, sometimes additional funding can be obtained to extend the grant beyond the end date. All those hired by Vanguard for staff positions, including grant funded jobs, are at will employees.
APPLICATION PROCEDURE: Applicant should submit a completedVUSC Application for Staff Employment at https://www.vanguard.edu/resources/human-resources/employment-opportunities and current resume. All applications/resumes/materials must be submitted electronically via e-mail to:RESUME@vanguard.edu. We are located at: Vanguard University of Southern California, 55 Fair Drive, Costa Mesa, CA 92626. Applications will be received until position is filled or until a sufficient number of applications are received.
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Vanguard University is a private, Christian university of liberal arts studies equipping students for a Self-empowered life of Christ-centered leadership and services. U.S. News & World Report for 2016 ranked Vanguard University #13 in Regional Colleges (West), #10 fro Best Colleges for Veterans, and #19 for economic diversity. The Princeton Review also named Vanguard University a 2015 "Best in the West" College. Additionally, Vanguard is named in the Christian Colleges of Distinction and made the Forbes list of best universities. Vanguard University is Accredited by the Western Association of Schools and Colleges (WASC).