Admin Assistant, Career Services

1 week ago

Vancouver, British Columbia, Canada University of British Columbia Full time
Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Admin Assistant, Career Services

Department

Career Services | Peter A. Allard School of Law

Compensation Range

$4, $4,827.00 CAD Monthly

Posting End Date

June 3, 2024

Note:
Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date


At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students.

Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Description Summary

Provides administrative support for the Career Services Office (CSO) at the Peter A. Allard School of Law (Allard Law).

Serves as the main CSO contact for students, alumni, faculty, legal employers & members of the legal profession by providing information and advice on a range of events and services.

Creates and maintains the CSO s various resources, in-house databases and reports, and website presence.

Organizational Status

Reports to the Assistant Dean, Career Services, and takes direction for Career Services staff.

Work Performed

Career Services Office

General Support

  • Prioritize and respond in a timely fashion to routine and complex enquiries from students, alumni, faculty, legal employers, and members of the legal profession; redirect enquires to the Assistant Dean or other staff where appropriate
  • Create and proofread various materials for distribution to students, alumni, and the broader legal community, including marketing and communications materials
  • Organize and collate the CSO s content for a weekly enewsletter distributed to Allard Law students
  • Provide financial support to the CSO, using UBC Smartforms to respond to accounts payable for vendors, and independently liaising with Allard Law s financial department as required to process payments for the CSO
  • Oversee data entry on a monthly basis for the CSO s budget tracking spreadsheet; assist with monthly budget reconciliation report as necessary
  • Lead the CSO s front office via general administrative duties, including arranging meetings, drafting communications, electronic and paper filing, ordering supplies, and occasionally lifting boxes
Resource Support

  • Oversee and update the CSO s website, Symplicity, including employer, student, and alumni profiles, and document library
  • Oversee and update the CSO s electronic and printresources, as well as the CSO s Career Resource Centre
Student Advising Support

  • Provide immediate and, when required, discrete responses to student questions regarding CSO resources and advice; redirect enquires to the Assistant Dean, CSO staff, or other staff where appropriate
  • Generate monthly reports tracking CSO Appointment and Usage
Event Support

  • Coordinate and provide on the ground direction for the CSO s multiple and concurrent events from inception to tear down, including information sessions, panels, workshops, mock interviews, oncampus interviews (typically involving 100+ students, and 1000+ individual interviews, over a 3day period), and career fairs/forums (typically involving 100+ students and 30+ legal employers/organizations)
  • Oversee and maintain the CSO s event calendar, and input CSO events on the Faculty calendar
  • Coordinate event communication, both internal (may be via SISC) and external
  • Organize and coordinate student volunteers for CSO events
  • Create, distribute, and analyze event feedback surveys
Communications

  • Supports outreach and engagement strategies for the Career Services office as needed.
  • Supports writing content for Career Services communications strategies.
Performs other duties related to the qualifications and requirements of the job

Consequence of Error/Judgement


Failure to exercise proper judgement can adversely impact the reputation of students, alumni, the CSO, Allard Law, the University, and external stakeholders.

Failure to properly manage and respond to industry demands and employer feedback can adversely impact the number and quality of employment opportunities for Allard Law students and alumni, and weaken the Faculty s relationships with employers.

Failure to exercise proper judgement can adversely impact the reputation of the Allard School of Law community and the wider university.


Failure to exercise proper judgement can adversely impact the reputation of students, alumni, the CSO, Allard Law, the University, and external stakeholders.

Failure to properly manage and respond to industry demands and employer feedback can adversely impact the number and quality of employment opportunities for Allard Law students and alumni, and weaken the Faculty s relationships with employers.

Failure to exercise proper judgement can adversely impact the reputation of the Allard Schoo

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