Career Centre Coordinator

Job SummaryThe Career Centre Coordinator, Employer and Alumni Engagement, provides administrative support for the UBC Career Centre and acts as the first point of contact for inquiries from employers, alumni and the workplace community. This position coordinates the administration for all employer and alumni related programs, events and services; including career fairs, employer info sessions, workshops and more. The position also administers the process for online job postings. The role also plays a key role in helping to coordinate the onboarding of staff to the Centre, daily set up and operations of the Centre and ensures all administrative systems and processes are well maintained and operating in an efficient manner.At UBC, we value diversity as crucial for excellence in research, innovation, and learning. The Career Centre Coordinator plays a pivotal role in fostering a diverse and inclusive environment, supporting graduate and undergraduate students across all disciplines in their career development journey.Organizational StatusThe Career Centre Coordinator reports to the Manager, Employer and Alumni Engagement, and works collaboratively with all members of the unit.Work PerformedCustomer Service:Provide a warm, friendly, and professional environment as the first point of contact for students, alumni, employers, faculty, and community members.Address inquiries about career development, workshops, events, and resources, guiding individuals to appropriate support services both on-campus and in the community.Demonstrate empathy and active listening skills, ensuring students and employer partners receive necessary information and support as needed.Solves problems and resolves complaints or addresses questions by investigating, taking corrective action, and referring as appropriate.Responds to urgent and immediate requests calmly and effectively.Stays up to date on specific campus programs or events in order to provide timely, accurate, and responsive service. Employer and Alumni Engagement:Serve as a key liaison for employer and alumni interactions, supporting recruitment activities, employer information sessions, and job postings.Ensure adherence to employment standards and legislation when reviewing and posting job opportunities.Coordinate interview room bookings, resume collection, and scheduling services for employers.Coordinate with Employer and Alumni Engagement Specialists regarding employer activity and inquiries, passing on relevant and important information to best serve employer partners.Event Support: Work with EAE Event Team members to support fairs, coordinate communications, navigate employers and students’ inquiries and execute day of requirements.Ability to work occasional evenings in support of special events and programs. Communications:Support the promotion, marketing, and branding efforts of the UBC Career Centre to multiple target audiences through digital assets, including emails, banners, and social media content.Update and maintain the Career Centre website, ensuring accuracy and relevance of information.Create and design digital assets such as templates, banners, and graphics to enhance promotional materials.Data and Reporting:Compile and interpret statistical reports on student participation and learning outcomes.Maintain accuracy of student information systems and databases, ensuring data integrity and confidentiality.Administrative Support:Manage daily operations of the Career Centre, including appointment and workshop bookings, and scheduling of advisors.Coordinate administrative tasks such as room bookings, equipment management, and ordering office supplies.Provide administrative assistance such as data entry, correspondence preparation, and maintaining filing systems.Work in collaboration with professional and student staff members to identify processes and systems that require improvement, maps current processes, re-designs processes, and makes recommendations for changes that enhance the design of programs, services, and resources for students.Qualifications:High School graduation and a two-year post-secondary diploma, or equivalent combination of education and experience.Minimum four years of related experience, preferably in a student-services, career development environment or customer service/sales environmentStrong interpersonal skills with the ability to communicate effectively and professionally, both orally and in writing.Demonstrated ability to prioritize tasks, work independently, and handle confidential information with discretion.Experience working with external stakeholders and customers in a highly professional manner. A commitment to diversity, equity, and inclusion initiatives.Ability to analyze problems, identify key information, and make decisions independentlyAbility to take initiative, prioritize work, multi-task and work in a high volume, fast-paced environmentPro-active and cognizant of conflicting priorities with the ability to advise and direct resolutions.Ability to effectively manage multiple tasks and prioritiesAbility to exercise judgment, tact, discretion and diplomacy.Ability to deal with a diversity of people in a calm, courteous, and effective manner.Effective organizational, problem-solving, planning and analytical skills. Ability to maintain accuracy and attention to detail.Excellent command of the English language. Proficient in the use of English grammar, spelling and punctuation and professional terminology. Proven ability to communicate professionally and tactfully, both orally and in writing. Ability to compose correspondence and other written materials using clear and concise business English.Familiarity with university policies, procedures, and administrative systems, including Symplicity CRM, Scientia Portal, Workday.Familiarity and experience with Mail Chimp, Mail Merge, LinkedIn, and Canva.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with database management.Consequence of Error/JudgementThe Career Centre Coordinator plays a key role in the first impression of the Centre and has direct impact on the experiences of students as well as our relationships with internal and external partners (i.e. families of students, prospective students, employers, alumni, UBC departments, and community members). The incumbent will be required to deal with unique situations requiring sound judgement and discretion. The consequence of error is high and incorrect actions could adversely impact the experiences of students, faculty and staff and negatively impact the reputation of the unit, community partners and the University. They work independently under minimal supervision.Supervision ReceivedThis position reports to the Manager, Employer and Alumni Engagement, and receives project direction from other members of the leadership team.Supervision GivenThis position is not expected to supervise other employees.Minimum QualificationsHigh School graduation, plus two year post secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.- 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 inclusionPreferred QualificationsExperience overseeing administration within a large complex organization is preferred.Ability to manage the complexity inherent within a multi-faceted work environment focused on broad outcomes for studentsAbility to analyze problems, identify key information, and make decisions independentlyAbility to take initiative, prioritize work, multi-task and work in a high volume, fast-paced environmentPro-active and cognizant of conflicting priorities with the ability to advise and direct resolutions. Ability to effectively manage multiple tasks and prioritiesExperience working both independently and on cross-functional teamsAbility to handle sensitive and confidential information with tact, discretion, and professionalismAbility to exercise judgment, tact, discretion and diplomacy.Ability to deal with a diversity of people in a calm, courteous, and effective manner.Effective organizational, problem-solving, planning and analytical skills. Ability to maintain accuracy and attention to detail.Excellent command of the English language. Proficient in the use of English grammar, spelling and punctuation and professional terminology. Proven ability to communicate professionally and tactfully, both orally and in writing. Ability to compose correspondence and other written materials using clear and concise business English.Computer experience required. Ability to use word processing and spreadsheets (Outlook, Word, Excel, PowerPoint) at an advanced level, database and desktop publishing applications at an intermediate level. Virtual meeting platforms at an intermediate level. Familiarity with systems such as SharePoint, SISC, CareersOnline, or other online systems an asset.Ability to foster strong working relations and work collaboratively with UBC internal and external community partners.Knowledge of University policies, procedures, governance and administrative systems preferred.Additional spoken languages an asset.