Sr. Administrative Assistant & Program Coordinator

Uclawsf; San Francisco (CA); On-site; USD 39,000 - 41,000; Full time

Benefits offered by this job

Comprehensive health insurance

Flexible Spending Accounts

Employee Assistance Program

University retirement plan

Job summary

UC Law SF is seeking a Senior Administrative Assistant & Program Coordinator to provide frontline administrative and technical support to students and alumni for career development. The role involves event organization, office coordination, budget assistance, and managing online platforms.

The position requires a Bachelor's degree or equivalent, strong event management skills, and the ability to work with diverse stakeholders across a busy campus career office.

Qualifications

• Bachelor’s degree or the equivalent of 4 years of combined education and work experience at an institution of higher education
• Event and project management experience essential, particularly planning and organizing logistics for events of all sizes
• Experience with databases and social media sites and ability to learn new technologies and software

Responsibilities

• Functions as the main reception for the office, fielding questions, scheduling appointments, taking calls, and outreach to students, alumni, and employers
• Coordinates a career fair for multiple law schools, handling outreach, registration, scheduling software, volunteers, and logistics
• Disseminates information about office resources, job postings, programs, dates, and deadlines to students, alumni and employers
• Provides administrative support for a staff of ~10, processes invoices and purchase orders, and assists with budget and expenses
• Manages online platforms including appointment scheduling, room reservations, and online job board, and tracks job listings
• Supports events by scheduling, reserving rooms, creating promotional materials, and tracking outcomes
• Liaises with campus departments to coordinate events and projects
• Manages fellowship administration, tracking hours, placement data, and payments, and handles end-of-fellowship processes

Skills

Organizational skills

Event coordination

Communication

Microsoft Office

Data management

Multi-tasking

Education

Bachelor’s degree or equivalent

Tools

Symplicity

12Twenty

Flo Recruit

Job description

SR. ADMINISTRATIVE ASSISTANT & PROGRAM COORDINATOR

Career Development Office

Classification: Class Code 1635 / Level 1 / Non-Exempt / Full-Time / Benefited / Represented

Hiring Salary Range: $28.50 - $30.00 / hour

THE ROLE and RESPONSIBILITIES

Under the general supervision of the Senior Assistant Dean, Career Development Office, the (Senior) Administrative Assistant is the frontline professional providing administrative and technical support to students and alumni for their career and professional development. This position is the first point of contact for the Career Development Office. The person in this position will work with all members of the Career Development Office staff responsible for or supporting programming, communications, and resources. A substantive part of this position is event organization and support. This position will have regular meetings with the Assistant Dean for the Career Development Office, under whose department it is directly housed, and will be involved in other Career Office efforts and programming. Whether this position is designated as Senior will depend on the level of experience.

Typical duties and responsibilities consist of, but are not limited to, the following:

• Functions as the main reception for the office, fielding questions, scheduling appointments, taking calls, and conducting student, alumni, and employer outreach.
• Coordinates a career fair for multiple law schools. Responsibilities include employer and student outreach and registration, administration of the scheduling, networking, and interviewing software, responding to questions, coordinating volunteers, developing the resources and instructions, and troubleshooting any issues.
• Serves as focal point for disseminating information to students, alumni and employers pertaining to office resources, job postings, programs, dates, and deadlines.
• Acts as administrative support for office staff of approximately 10 people, including processing all invoices and purchase orders and assisting the Assistant Dean with managing department budget and expenses, as well as inventorying and coordinating office supplies and the office library of resources and managing departmental publications and video library of events.
• Maintains, manages, and troubleshoots online platforms including appointment scheduling system, room reservations software, online job board, and assists with other data entry projects, including tracking of job listings.
• Provides event support, including scheduling and coordinating events and room reservations for event calendar, and designing and disseminating promotional materials and signage for events, and data entry and tracking regarding all office-sponsored events.
• Liaises with other campus departments to facilitate event coordination and project-planning.
• Manages and processes day-to-day administration of fellowship including coordinating with Fiscal and HR, managing a large cohort of fellowship recipients, tracking their hours and placement information, collecting, and analyzing timesheets, processing payment requests, coordinating the separation process at end of each fellowship, and answering questions regarding the program.
• Performs other related duties and responsibilities as assigned.

REQUIREMENTS

EDUCATION AND EXPERIENCE

The following education and experiences are required:

• Bachelor’s degree or the equivalent of 4 years of combined education and work experience at an institution of higher education
• Event and project management experience essential, particularly planning and organizing logistics for events of all sizes
• Experience, comfort, and ability to learn new technologies and software including databases, and social media sites.

It is preferable but not required if applicants have the additional experience:

• Front office administrative support work experience involving extensive public contact, ideally in a campus setting.
• Experience in an academic or law-related environment.
• Experience with recruiting software (e.g., Symplicity, 12Twenty, Flo Recruit), online appointment scheduling software, basic graphic design skills, and basic video editing.
• Must be enthusiastic about working with a diverse student population.

DESIRED KNOWLEDGE, SKILLS & ABILITIES

• Demonstrated organizational, interpersonal, and communication skills.
• Project management skills.
• Ability to organize and process large amounts of data and independently follow detailed, step-by-step instructions.
• Detail-oriented and precise with excellent organization skills and ability to thrive in a fast paced, very public environment.
• Strong multi-tasking skills and ability to meet changing priorities, regular deadlines and handle frequent interruptions.
• Computer skills, including Microsoft Word, Excel, graphics software, database software, internet search techniques, basic HTML (plus), basic video editing.

BENEFITS

Health and Welfare Benefits

• Comprehensive medical, dental and vision insurance coverage
• Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses
• Employee Assistance Program

For your Financial Future

• Life Insurance, Disability Insurance, and Legal Insurance

• University of California Retirement Plan (a defined benefit plan)

• Deferred Compensation Plans/Pre-tax Retirement Savings Programs

For your Work/Life Balance

• Fifteen paid holidays per year
• Generous vacation and sick leave
• Commuter Benefits Program

THE HIRING PROCESS

This position has been designated as “sensitive” and requires a pre-employment background check. Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact Human Resources if you require a reasonable accommodation to apply for a job. Examples of reasonable accommodation include making a change to the application process, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

WHAT TO EXPECT

Applicants who meet the position requirements will be competitively evaluated to identify the individuals whose breadth and depth of experience and education most closely relate to the stated requirements and the needs of the College. Depending on the quality and number of the applications received, only the better qualified applicants may be contacted for an interview. The position is open until filled. The skills listed above are comprehensive, and we understand there are great candidates who possess only a subset of those skills, or who have other important skills. If you match some of these skills, please do not hesitate to apply. UC Law SF is an equal opportunity employer. UC Law SF strives to provide a diverse and inclusive educational environment that fosters cultural awareness, mutual understanding and respect. UC Law SF is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching. Qualified women and members of underrepresented minority groups are strongly encouraged to apply.