Admin Assistant, Career Services
1 week ago
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
- Oversee and coordinate the CSO s phone, e-mail account, and calendar; make changes and updates as necessary and provide feedback for improvements as required
- 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 e-newsletter 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 print-resources, 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, on-campus interviews (typically involving 100+ students, and 1000+ individual interviews, over a 3-day 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
This position represents the Allard School of Law in its dealings with faculty; staff; students; alumni; donors and the community at large. This role requires the successful candidate to exercise a high level of tact and diplomacy. The candidate is expected to take initiative to establish priorities, using a high level of judgement to juggle multiple and competing deadlines to carry tasks through to completion.
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 School of Law community and the wider university.
Supervision Received
Works independently under limited supervision of the CSO s Assistant Dean, Director, and Public Interest Coordinator. Works independently to complete tasks.
Supervision Given
May oversee work of student employees or temporary staff.
Preferred Qualifications
High School graduation and 1 year post-secondary education. Training in office procedures and bookkeeping practices.4 years related experience or the equivalent combination of education and experience. Related UBC experience or administrative experience in a law-related field preferred. Computer experience required. Willingness to respect diverse perspectives, including perspectives in conflict with one's own. Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion
Ability to type 50 w.p.m. and use normal range of office equipment. Ability to use word processing, database, internet and electronic mail applications at an intermediate level. (Word, Excel, SISC, Symplicity and desktop publishing preferred). Basic image editing and web skills would be assets. Effective oral and written communication skills. Strong interpersonal skills; demonstrated ability to interact with a broad range of people in a professional and approachable manner. Ability to prioritize multiple projects at one time and meet deadlines. Extremely strong organizational and problem solving skills. Ability to exercise tact and discretion. Ability to proofread materials for punctuation, grammar and spelling. Ability to maintain accuracy and exhibit strong attention to detail. Ability to work both independently with limited supervision. Ability to lift boxes of up to 30kg.
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