Coordinator, Law School Career Services

Details•San Diego, CA

1d•Onsite

About The Position

The Law Careers (LC) Coordinator reports directly to the Assistant Dean for Career & Professional Development and is responsible for contributing to a positive student experience by providing career services support to all JD and LLM students. The LC Coordinator provides budget and event management support for the Office of Career and Professional Development (OCPD). This position oversees data entry and processing of data for job postings and student employment information. The LC Coordinator provides administrative support, including copying, mailing, distribution, processing of expense reports, reimbursements, and petty cash requests for the Assistant Dean, and manages initial contact for all student appointments, walk-in, telephone and email inquiries. The LC Coordinator works in a collaborative relationship with all law school students, faculty, administrative offices, and university offices and actively participates in implementing procedures to enhance the overall effectiveness and efficiency of the OCPD. The ability to provide timely and accurate communication is an essential component of this position. This position requires occasional attendance at on and off campus events during and outside normal business hours.

Requirements

Associates degree required; bachelor’s degree strongly preferred.
Substitution : High school diploma and one additional year of general office experience may substitute for associates degree.
At least two years of general office experience required.
Minimum of intermediate experience with Word, Excel and Google suite required.
Strong computer skills for spreadsheet reporting, word-processing, database maintenance, web-design and maintenance.
Demonstrated advanced database management skills
Analytical skills and basic-intermediate report writing skills to transform data into management-level information reports
Demonstrated event planning and management skills.
Excellent organizational skills and attention to detail is critical.
Proven skills in written and oral communication.
Ability to handle confidential information, exhibit good judgment, and exemplify appropriate customer service in working with students, faculty, and all levels of university staff and officials.
Ability to prioritize workload effectively and meet deadlines with minimal supervision.
Ability to take initiative in managing projects and ability to develop and keep to time lines.
Ability to work both independently and collaboratively in fast-paced environment.
Ability to be proactive with respect to suggestions for improving all aspects of the programs.
Ability to appropriately delegate work to student employees and provide necessary training and supervision to ensure accuracy and timely completion of tasks.
Pleasant demeanor and ability to handle stressful environment during peak times.

Nice To Haves

Prior work in an academic setting preferred.
Experience in Career Services or Law School strongly preferred.
Experience with web content development preferred.

Responsibilities

Coordinate the general activities of the OCPD
Serve as first contact for walk-in, telephone and e-mail inquiries for enrolled JD and LLM students, prospective students, faculty, staff, alumni and others in the community
Respond to general telephone, email, and in-person queries relating to job postings, student employment, externships, career programming; appropriately refer complex student inquiries to Assistant Dean or Assistant Directors
Collaborate with other law school offices when necessary including Admissions and Financial Aid, Registrar’s Office, Law Student Affairs, Communications, External Relations and Facilities to facilitate and respond to student requests for information or action
Manage the office calendar, monitor appointments and other law student contact with OCPD
Handle all scheduling and office assistance (copying, mailing, distribution, etc.) and provide administrative support to the Assistant Dean and Assistant Directors.
Oversee office equipment and supply maintenance
Perform other duties or tasks as assigned
Oversee breakroom supplies
Set up new employees – computer, phone, mailbox, business cards, name badge, door name
Review and approve externship requests and pro bono hours
Support Law Student Affairs Communications
Work in conjunction with and as support for the Assistant Dean and Assistant Directors in preparing departmental communications to law school constituents
Serve as an active portal administrator for the law school and administrator of the Career Management System (#HireUSDLaw), My Posting, and other communications platforms
As directed, update law school website to ensure accurate and current information regarding career services and student/graduate employment
Provide support for all events sponsored by the OCPD each year
Assist Assistant Directors with logistics for each event, including planning, catering, audio/visual needs, facilities work orders, parking, room reservations, etc.
Assist with implementation of event marketing plans by completing mailings, program materials (brochures, flyers, electronic signage, etc.) and web materials, including updating online calendars, social media postings and event sites
Coordinate department budget paperwork
Process invoices and vendor payment requests
Process all reimbursement requests for OCPD administrators
Reconcile department credit card
Run monthly budget reports and review with the Assistant Dean
Process Journal Entry requests as needed
Process student reimbursements for career fair conferences
Process payments for Graduate Jobs Initiative Program
Support Assistant Director for Operations in managing extensive student data related to employment
Maintain and update career management database tracking student employment outcomes
Assist and train students on the use of the Career Management System (#HireUSDLaw)
Post job listings for students and alumni in the career management system
Contact students via email and phone to arrange job and mock interview schedules
Assist in arranging various aspects of campus interviews, employer visits, resume collects
Coordinate and process requests for reciprocity