Admin Assistant, Career Services

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 3 (Gr7)
Job Title
Admin Assistant, Career Services
Department
Career Services | Peter A. Allard School of Law
Compensation Range
$4,009.00 - $4,214.00 CAD Monthly
Posting End Date
April 6, 2023
Note:
Applications will be accepted until 11:
59 PM on the day prior to the Posting End Date above.
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 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. Organizes CSO events. Supervises student administrative assistant.
Organizational Status
Reports to the Assistant Dean, Career Services, and takes direction for Career Services staff.
Work Performed
Career Services Office Support- Prioritize and respond in a timely fashion to routine, complex and confidential enquiries from students, alumni, faculty, legal employers, and members of the legal profession;
exercising discretion and judgment to redirect enquires to the Assistant Dean, other staff, and other business units where appropriate- Develop and maintain professional relationships with stakeholders, including legal employers and organizations, for the purposes of upholding and enhancing the CSO’s profile within the legal community-
- 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 Performs financial duties such as monitoring and reporting on monthly budget expenditures, monthly budget reconciliations, processing all expenses and payments relating to CSO events, including independently liaising with Allard’s Finance department, external vendors, and employers to address any payment-related inquiries and ensure timely and accurate processing of payment, and preparing and submitting monthly GST reporting to Allard Law’s financial department- 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- Participate and provide feedback relating to CSO’s strategic planning process
Resource Support- Oversee and update the CSO’s website, 12Twenty (Allard Careers &
Events (ACE)), 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- Train and supervise CSO Student Administrative Assistant, including delegating and overseeing tasks and responsibilities, providing instruction and guidance, and providing performance feedback to the Assistant Dean, Career Services regarding performanceStudent Advising Support- Provide immediate and, when required, discrete responses to student questions regarding CSO resources and advice;
utilize judgement and discretion in redirecting enquires to the Assistant Dean, CSO staff, or other staff where appropriate- Generate monthly reports tracking CSO Appointment and Usage
Event Support- Organize, 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)- Act as primary first point of contact for external vendors, employers, students, and other parties as it relates to the CSO’s events- 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- Provide input to and support outreach and engagement strategies for the Career Services office as needed- Provides input to and support writing content for Career Services communications strategies- Create posters and other promotional materials for CSO events and programming- Communicate with