Sr. Administrative Assistant & Program Coordinator

UC Law SF • San Francisco, CA

3d • Onsite

About The Position

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.

Requirements

• 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.
• 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.

Nice To Haves

• 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.

Responsibilities

• 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.

Benefits

• Comprehensive medical, dental and vision insurance coverage
• Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses
• Employee Assistance Program
• Life Insurance, Disability Insurance, and Legal Insurance
• University of California Retirement Plan (a defined benefit plan)
• Deferred Compensation Plans/Pre-tax Retirement Savings Programs
• Fifteen paid holidays per year
• Generous vacation and sick leave
• Commuter Benefits Program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree