Human Resources


Support Staff Job Opportunities

Office Coordinator, Career Center

Hamilton is one of the nation's top liberal arts colleges. It is independent, highly selective, coeducational and residential. Originally founded in 1793 as the Hamilton-Oneida Academy, Hamilton is today composed of 1,850 diverse and talented students from nearly all of the 50 states and approximately 40 countries. More information can be found at www.hamilton.edu/about.

Position Summary:

The Office Coordinator serves as the point of first contact for all visitors to the Career Center and provides a welcoming and encouraging environment to students and other visitors seeking services.  Manages, coordinates and supports a broad range of functions within the Career Center, including greeting and directing visitors and responding to a variety of inquiries from Hamilton colleagues, alumni, parents, employers, and others.  Promotes active and cordial relations with student and professional staff while maintaining a high level of professional standards and confidentiality at all times.  Also plays key role on departmental and campus committees.  The Coordinator will manage the entire reception function while simultaneously working on multiple projects to support the professional staff of the office. This is a part-time position with a 95% work schedule.


Daily Responsibilities:

  • Maintain and coordinate student staff schedules; manage the staffing process for student workers, including pre-screening of applicants, generate and process confidential applications, salary and job offer documentation and coordinate training.
  • Provide a welcoming and encouraging experience for students and others seeking the services of the Career Center; respond to a steady stream of questions about Career Center programs and operations which requires keeping up-to-date on rapidly changing activities; direct students and alumni to materials in the Career Center library and/or website.
  • Support the work of the employer relations team by participating in the planning and management of employer visits to campus; help to maintain the HamNET database; keep current with data entry; compile and send periodic jobs newsletters. 
  • Responsible for training all staff in and managing all aspects of the Google-based HillConnect electronic calendar system; manage the scheduling of a high volume of appointments for professional staff and peer counselors.  
  • Handle all incoming telephone calls; answers routine inquiries regarding counseling, recruiting and alumni relations from students, parents, alumni, recruiters, etc. and provide necessary information or route to appropriate staff in efficient and friendly manner.
  • Enter, and train student workers to enter, status information regarding peer counselor appointments, interviews and other forms of student participation and interaction into the Counseling Appointment database.

Weekly Responsibilities:

  • Manage all office invoicing and payments including purchase orders, check requests, travel reimbursements, etc.
  • Maintain appropriate levels of office supply inventory.
  • Record and distribute meeting minutes from weekly staff meetings and other meetings.
  • Maintain and update the Career Center library materials and tracking database.
  • Process confidential payroll information and time sheets for student workers.

Other Responsibilities:

  • Provide support to Executive Director, as required, and provide independent assistance to Center staff on multiple projects, as requested. May involve research, data entry, and programming/event/publicity logistics.
  • Coordinate logistics for Career Center staff events including catering, AV/IT needs, location, etc.
  • Maintain confidential student and alumni files and documentation, both online and hard copy.
  • Coordinate travel arrangements for Center staff as needed.
  • Manage the Center library inventory and assist Center staff with the purchase of materials for the library. This may involve doing online research to locate the materials.


Associates Degree or other administrative support training program plus a minimum of three years of full-time experience in an administrative support position is required. Supervisor experience preferred. Candidates with an equivalent combination of education and experience will be considered.

Skills and Abilities:

The ideal candidate must be a team player who actively enjoys working with a variety of people, most importantly our student constituents, and can handle multiple tasks and deadlines efficiently and independently; be a self-starter; have a strong sense of humor; must have a demonstrated proficiency with technology (MS Word, Excel and PowerPoint; web-based relational databases; the internet; social media).


Please review Hamilton's Benefits Summary for more information.

Application Procedure

Interested applicants should send a resume, letter of interest and contact information for three professional references to apply@hamilton.edu. Consideration of candidates will begin immediately and continue until the position is filled.

Hamilton College is an Affirmative Action, Equal Opportunity employer and encourages diversity in all areas of the campus community.

Posted 09/22/2014

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