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Job Summary

This position is responsible for providing organizational and administrative support for the recruiting program which includes employer outreach/relations and coordination of employer events such as career fairs, info sessions, and related activities. The Recruiting Coordinator reports to the Associate Director for Career Services.

The Recruiting Coordinator implements components and initiatives related to employer relations and recruitment operations including interviews and information sessions held virtually or on campus. They communicate information about recruiting and information sessions, etc. to students, postdocs and alumni. The Recruiting Coordinator also helps track recruiting activity and contributes to detailed reports. In addition, this position assumes some office administration/front desk functions.

This person is often the first point of contact for employers, students, and other constituents so professional, courteous, timely, and thorough communication by phone and email is of utmost importance.

Success in this position requires diplomacy, strong organization, troubleshooting skills, and excellent communication skills, both verbal and written. This individual must be technology astute and be able to handle a database system, run reports, use Excel, Acrobat, Word and other applications to enhance recruiting operations. An ability to understand, communicate, and analyze recruiting information and trends is essential. Individual must be both independent and collaborative as needed.  

Job Duties

Employer Relations:

• Coordinate recruiting programs for the Career Development Center
• Organize employer events, including information sessions, career fairs and on-campus recruiting, including some events after normal business hours
• Survey and assess employer recruiting needs, quality of recruiting services provided, and other employer related data management in order to improve the recruiting program
• Setting-up of campus presentation arrangements; advising recruiting companies on best options for interactions with students for career programs
• Manage job posting requests and filter out irrelevant postings
• Identify emerging job markets and initiate contacts to explore, promote, and solicit employer interest in developing a recruiting relationship with Caltech
• Stay abreast of recruiting trends
• Organize and help set the annual recruiting calendar, including all deadlines and processes with oversight from the Associate Director for Career Services
• Schedule dates for employer information sessions and interviews. Assist employers with arrangements for visit to campus. Publicize events to students via electronic and printed media
• Advise appropriateness of employer expectations, on-site recruiting process, and jobs
• Follow-up to clarify and resolve problems between students and employers; notify the Associate Director of any problematic employer activities or behavior, and significant trends
• Review and enforce policies with employer representatives

Student and Postdoc Relations:

• Assist students and postdocs with creating accounts in the Career Management System (eg Handshake or Simplicity)
• Schedule student and postdoc interviews and communicate with students via email and phone regarding interview schedules
• Screen and schedule student requests for counseling appointments. Refer students appropriately to CDC staff and CDC resources
• Manage student reservations for workshops and programs
• Respond to requests for details about on-campus interviewing and information sessions
• Consult with Associate Director and Director regarding student feedback on questionable employer behavior or activities

Office Support:

• Along with the Manager for Career Services, manage the front desk which includes: greeting students, recruiters and general public; manage interview room assignments; review and distribute mail; manage multiple phone lines; oversee general upkeep of office; manage flow of walk-ins and ensuring students sign-in at the front desk; track office supply inventory and prepare monthly supply order; responding to emails sent to general email address
• Read and respond to email communications to direct email as well as general email inbox
• Design and create information materials, e.g., signs for events, to promote awareness of OCR programs
• Contribute to the CDC Annual Report through collection of proper metrics and reporting activates and outcomes of employer relations
• Assist with planning and executing events on campus such workshops, guest speakers, and career fairs
• Apply general knowledge of programs and/or events to plan, design, organize and coordinate programs, and workshops
• Participate in the marketing strategy and production of the event/program/workshop promotions
• Plan and coordinate logistics, security and space requirements; maintain/update master calendar of events
• Perform other duties as assigned

Basic Qualifications

• Associates degree or equivalent experience with a minimum of 3 years of progressive responsible administrative support experience in a business or higher education environment
• Experience working with diverse student population
• Significant experience and skill with office software and systems
• Work well in team environment while independently working on a project
• Event management experience

Preferred Qualifications

• BA/BS degree or 5 years of related experience
• 5 years of experience in career development, student services, employer relations, admissions, human resources, sales, recruitment, program management or experiential learning
• Knowledge and in-depth experience using a system like Handshake
• Knowledge of and experience in STEM career fields
• Demonstrated knowledge in the areas of career development, event management, program implementation including promotion and publicity
• Strong data management and database skills

Required Documents

• Resume