Career Services Coordinator – HigherEdJobs

Department:
CC00209 WM001 | PROV | Law Career
Services

Job Description Summary:
William & Mary Law School provides an exceptional education for tomorrow’s lawyers. As
the nation’s first law school, we maintain an enduring tradition of intellectual and professional excellence. We improve legal systems here
and abroad through a commitment to the classroom, influential scholarship, and service to the public. Our students become highly skilled
advocates, ready to serve their clients and their communities with thoughtful engagement and unwavering integrity. We recognize the
challenges of our history and our responsibility to pursue the realization of justice through the rule of law. Above all, we strive to be a
diverse and close-knit community, inclusive in the broadest sense and defined by a shared commitment to the rigorous and open-minded study
of the law.

Provides administrative and programmatic support for effective and efficient operation of the Law School Office of Career
Services (OCS). Duties:
* Staffing the OCS front desk, greeting students and other visitors upon arrival, assessing the nature of their
business with the office, and analyzing the availability of resources to meet their needs.
* Managing communications directed to OCS,
including by monitoring and managing several OCS-related email accounts and the central phone line.
* Helping to plan and manage all
logistics for OCS events and programs, including independently arranging for food and/or facilities logistics as needed, greeting external
presenters, engaging in event location set-up and breakdown, preparing promotional materials for events and programs, and preparing event
attendance sheets.
* Managing office and administrative duties;
* Helping to update and manage OCS website, Symplicity, TWEN, and
Instagram pages;
* Managing student and alumni job postings, including reviewing and assessing emails and job postings received from
employers to identify any missing information, determine their applicability to different student or alumni constituencies, elevate any
concerns for resolution, and timely and accurate entry of all job postings into the OCS Symplicity job postings database.
* Managing and
updating the OCS Symplicity employer database;
* Developing effective working relationships – in person, by telephone and e-mail – with
internal and external constituencies, including but not limited to, students, alumni, offices throughout all of William & Mary, and employer
representatives from law firms, courts/judges, government agencies, private nonprofit organizations, and corporations/businesses.
*
Assisting, as needed, with the review and editing of career- and professional development-related handouts.
* Assisting with the
production of OCS weekly e-newsletters.
* Assisting Recruiting Program Administrator as needed with administrative logistics related to
the Law School’s on-campus interviews (OCI), virtual interviews, resume collections, off-campus, and consortia interview programs.
*
Assisting, as needed, in the management of student assistants and temporary employees;
* Updating internal training manual, resources,
and “how to” guides to reflect changes in W&M’s systems and processes.
* Assisting the Assistant Dean for Employer Relations in the
construction, maintenance, and posting of spreadsheets providing information to students on the availability of certain jobs.
* Editing
career program videos for accessibility and posting for student viewing.
* Other duties as assigned.

Job
Description:

Required Qualifications:

• College graduate or an equivalent combination of education,
  experience, and training.
• Microsoft Office, including Outlook, Word, Excel, and PowerPoint; Adobe; and Windows.
• Professional
  experience in an office setting.
• Demonstrated excellence in organizational, administrative, project-management, and customer service
  skills.
• Demonstrated ability to learn new software and software applications quickly
• Demonstrated ability to handle and
  prioritize multiple projects simultaneously in a fast-paced environment and to meet short deadlines, completing projects with attention to
  detail and accuracy.

Preferred Qualifications:

• Formal computer and office services training.
• Prior
  experience working in higher education administration, especially in a career services office.
• Prior experience with data management
  software (especially career services software such as Symplicity).
• Prior experience using software programs such as Google Forms or
  Qualtrics to create and monitor event registration and check-in forms.
• Prior professional experience in a fast-paced, extremely busy
  office.
• Prior experience using graphic design platforms including, but not limited to, Canva.
• Prior experience using social
  media platforms including, but not limited to, Instagram.
• Prior experience with university systems such as WorkDay, Banner, Box,
  buyW&M, America to Go, Cascade, and Qualtrics.
• Prior experience managing complex calendars and handling event
  coordination.
• Prior experience handling confidential matters with diverse constituencies.

Conditions of
Employment:

• Occasional travel, overtime, and weekend work may be required.
• This is a non-exempt position, eligible to
  receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as
  directed and approved by the supervisor.
• This position is not eligible for remote work. Typical office hours are Monday-Friday,
  8-5.

Job Duties:

40% – Performs Office Manager Tasks for the Office of Career Services:

• Acts as
  the receptionist and handles office and administrative duties.
• Staffs the OCS front desk and serves as first point-of-contact for
  office by courteously greeting visitors, answering telephones, responding to questions, solving problems, or referring calls to other office
  members.
• Managing communications directed to OCS, including by monitoring and managing several OCS-related email accounts and the
  central phone line.
• Provides support to all Career Services deans and the Recruiting Program Administrator.
• Assists deans
  with management of student/alumni appointment calendar. Handles all student and alumni questions concerning their Symplicity accounts,
  document problems, and job posting inquiries.
• Assists with the production of OCS weekly e-newsletters.
• Handles student,
  alumni and non-William & Mary student and alumni reciprocity requests by determining eligibility for and compliance with policies and
  procedures.
• Accurately and timely prepares correspondence, spreadsheets, resource materials, and reports.
• Helps compile
  statistics and employment-related data.
• Manages career resource library, including organizing materials and checking out/in
  materials using Alma software.
• Works with Information Technology department and equipment vendors to troubleshoot all computer and
  office equipment issues.
• Orders supplies and works with vendors to troubleshoot problems. Manages inventory and office supply
  orders.
• Prepares paperwork for reimbursement and payment of bills. Handles pickup and delivery of office mail on daily
  basis.
• Updates internal training manual, resources, and “how to” guides to reflect changes in W&M systems and
  processes.
• Trains student assistants to perform Career Services Coordinator duties in the Coordinator’s absence.

20% -
Helps Plan and Manage OCS Events and Programs:

• Handles all logistical arrangements and administrative functions for student and
  alumni programs, receptions, luncheons, study breaks, and events sponsored by OCS.
• Responsibilities include making all
  room/facilities reservations and catering arrangements; ordering program supplies; tracking speaker confirmations and RSVPs; preparing
  nametags and nameplates; creating signs and advertisements; preparing, copying and distributing handouts and attendance sheets; welcoming
  guests and speakers; issuing parking passes; tracking student RSVPs and attendance; overseeing on-site event set-up, execution, and
  break-down; and communicating changes and updates to other members of OCS.

20% – Manages Student and Alumni Job Postings and
Updates to Employer Database:

• Accurately and timely assists with employer hiring requests by managing student and alumni job
  postings, including resolving problems and making independent decisions about employer contacts, employer type, position type, professional
  status, and application procedures and deadlines.
• Contacts employers to obtain additional information or clarification of
  information for job postings on an as needed basis.
• Manage student assistants and trains them to input student and alumni job
  postings and make updates to employer database.
• Posts all jobs for the three and half months of the year when student assistants are
  not typically available to work in the office, early-January, May, August, and December.

10% – Assists Recruiting Program
Administrator as needed with on-campus interviews (OCI), virtual interviews, resume forwards (RF), and off-campus interview
programs:

• Accurately and timely compile student application materials and manage transmission of student materials to
  employers;
• Prepare accurate records of materials submitted by students and transmitted to employers;
• Accurately and timely
  prepare employer information for distribution of marketing materials;
• Courteously greet employer representatives and assist them
  on-site for OCI, virtual interviews, and off-campus interview programs;
• Invoice, collect, and account for employer
  fees;
• Assist with the logistics of on- and off-campus interview programs and perform as Recruiting Program Administrator backup as
  necessary.

5% – Manages and Helps Accurately and Timely Update and Maintain the OCS Website, Symplicity, TWEN, and Instagram
Pages:

• Works with Information Technology and Creative Services departments to troubleshoot website and TWEN
  issues.
• Learns and implements new Web, Cascade, Symplicity, Flo Recruit, TWEN, and Blackboard technology to improve and enhance OCS
  presence across these media.

5% – Other Duties as Assigned

Posting Range: Up to $46,000 commensurate with
experience.

Additional Job Description:

Job Profile:
JP0205 – Administrative & Office Specialist III -
Nonexempt – Salary – S05

Qualifications:

Position Restrictions:
Continuing E&G funded position and not
term-limited

EEO is the Law. Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing
the “Know Your Rights” poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check: William & Mary is
committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment.
Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or
driving history check.

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee
eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote
workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.