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About the Role

The Senior Administrative Assistant & Program Coordinator is the frontline professional providing administrative and technical support to students and alumni for their career and professional development. This position serves as the first point of contact for the Career Development Office and works closely with staff on programming, communications, and resources, with a significant focus on event organization and support.

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, including employer and student outreach and registration, administration of scheduling, networking, and interviewing software, responding to questions, coordinating volunteers, developing resources and instructions, and troubleshooting 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 invoices and purchase orders, assisting the Assistant Dean with managing department budget and expenses, inventorying and coordinating office supplies and the office library, and managing departmental publications and video library.
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, 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, and answering questions regarding the program.
Performs other related duties and responsibilities as assigned.

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.
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.

Skills

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.
Ability to thrive in a fast paced, very public environment.
Strong multi-tasking skills.
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.

Location

Onsite

Work Type

Full-Time

Experience Level

Senior

Education Level

Bachelor's degree

Salary/Compensations

$28.50 - $30.00 / hour

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

About the Company

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.

Equal Opportunity

Qualified women and members of underrepresented minority groups are strongly encouraged to apply.