Career Development Office Administrator, School of Law

UVA Health•Charlottesville, VA

4d•Onsite

About The Position

The Career Development Office Administrator supports the University of Virginia School of Law’s three Career Development offices: the Office of Private Practice, the Mortimer Caplin Public Service Center, and the Office of Judicial Clerkships. The position manages the front desk, coordinates student appointments, and provides customer service and administrative support. It helps create a welcoming experience for students, employers, judges, alumni, and other visitors while supporting the offices’ operations and mission to help students explore career options, secure employment, prepare for practice, and provide limited alumni career-transition support. Administrative work includes reviewing and approving job postings; generating predefined and ad hoc reports from the career-development software platform; conducting targeted outreach to students; updating student and employer records; compiling weekly staff-meeting agendas; scheduling interview rooms and visitor offices for employer representatives attending recruiting events; facilitating alumni counseling appointments; generating invoices; and coordinating office supplies. The position’s duties may evolve as organizational needs develop. The successful candidate is friendly, professional, organized, able to multitask and remain calm in a busy environment, and committed to client service. Discretion and confidentiality are essential when handling sensitive student, alumni, and employer information. This is a full-time, non-exempt, benefited position based fully onsite in Charlottesville, Virginia. The work is primarily sedentary, involving extensive desktop-computer use, with occasional travel within the area to attend meetings and programs.

Requirements

High school diploma or equivalent.
At least one year of relevant experience.
Friendly and professional demeanor; ability to stay organized, multitask, and remain calm in a busy environment.
Client-service mindset and ability to work effectively with students, alumni, faculty, staff, and legal employers.
Ability to exercise discretion and maintain confidentiality when handling sensitive information.
Position must be performed fully onsite in Charlottesville, Virginia.
Candidates must not require immigration sponsorship now or in the future.

Nice To Haves

At least three years of experience in a receptionist, customer-service, or administrative-support role.
Excellent interpersonal, verbal, and written communication skills.
Strong organizational skills and attention to detail.
Proficiency with basic computer programs such as MS Word, MS Excel, scheduling software, and SharePoint.
Experience using a database, case-management, or student/career-services software platform such as Symplicity, Flo, or 12Twenty.

Responsibilities

Greet students, employers, alumni, and other visitors in a welcoming manner.
Provide administrative and calendar support, including preparing meeting agendas and scheduling interview rooms and visitor offices for employer representatives attending recruiting events.
Assist with administrative tasks as assigned.
Answer the main office phone, respond to emails, handle general inquiries promptly and professionally, and route inquiries to the appropriate person.
Keep the front desk and reception area neat and inviting.
Maintain working knowledge of Career Development functions and operations to provide accurate and effective support.
Help prepare reports, which may include gathering data, creating charts, and summarizing findings.
Review and approve job postings.
Generate predefined and ad hoc reports from the career-development software platform.
Conduct targeted outreach to students and update student and employer records.
Facilitate alumni counseling appointments, generate invoices, and coordinate office supplies.
Perform other duties as assigned.