Operations and Communications Coordinator

Operations and Communications Coordinator

Reports To: Dean of the Career Center

Location: Appleton, WI

Position Type: Part-Time (non-exempt)

Primary Objective: The Operations and Communications Coordinator provides operational and communications support for the Career Center (CC), including the areas of general office administration, budget, marketing and communications, employer and alumni relations, and student staff supervision.

• Create and submit Emburse reports twice a month for CC staff.
• Maintain record of purchases and all expenses in CC budget and reconcile bi‑monthly with Organizational Reports.
• Review Organizational Reports with Dean at least monthly, and when requested.
• Assist in annual operational budget process by managing budget requests from staff (professional development and programming), analyzing past expenses and forecasting new ones, and aligning all with individual budget line items.
• Submit annual budgets for CC.
• Prepare reimbursement forms on Emburse and submit invoices from vendors.
• Manage petty cash.

• Write and edit messaging for events, programs, and funding in emails, newsletters, CC website, social media, Handshake, and the LU Insider.
• Utilize Handshake software to create targeted email contact lists, post events, research student and employer engagement, approve jobs and employers, and more.
• Use Constant Contact to build and send emails and newsletters, import contact lists to target constituencies, and maintain current contact lists.
• Strategically manage the timing of messages sent from the CC, as well as across social media platforms and the LU Insider.
• Create images on Canva and resize for Instagram, horizontal and vertical digital displays, posters, the LU Insider, FB events, email headers, and handouts.
• Submit and coordinate timing and distribution of print jobs to ensure highest engagement for events and programs.
• Use LU online systems to submit digital displays, reserve rooms, order catering, request IT equipment, submit financial requests, request print services and work orders, update events to the LU calendar, and reserve vehicles.
• Collaborate with colleagues across campus (Director of Fellowships, Dean of the Conservatory, Director of Off‑Campus Programs) to promote events by using the appropriate version of the Marketing Checklist.
• Continually update Marketing Checklists for various scenarios (in‑person, virtual, hybrid, and large event programming).
• Maintain an active membership in Association of Career Center Communication Professionals (AU3CP).

• Assist the Dean, Assistant Director of Employer and Alumni Relations, and Assistant Director of Internships with events, which can include planning, executing, evaluating, and optimizing on‑campus, hybrid and remote events, employer visits and interview schedules, including reserving rooms and equipment, catering, ordering guest wireless access, scheduling 1:1 chats, creating and testing Zoom links, gathering materials, and escorting employers/alumni to events.
• Manage event communications across Lawrence’s constituents, including students, alumni, employers and community partners.
• Collaborate with multiple university/faculty representatives to ensure employer visits meet employer, faculty, and student needs.
• Respond to potential employers and email instructions on how to post opportunities on Handshake.

• Schedule students and alumni for various appointments, events, mock interviews and 1:1 chats.
• Respond to student needs, answer questions and redirect students as appropriate.
• Maintain CC calendar and schedule meetings/appointments for staff.
• Manage CC email and voicemail accounts and respond to/forward messages as appropriate.
• Schedule departmental meetings, create initial agendas, and upload weekly agenda to Teams.
• Assist in the interview process by creating schedules for screening and final interviews (both in‑person and virtual), making lodging arrangements, and messaging candidates and interviewers throughout the process.
• Assist in the onboarding and offboarding process with new hires and exiting employees and…