Career Centre Coordinator

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Note: Applications will be accepted until 11:59 PM on the Posting End Date.

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At UBC we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research innovation and learning for all faculty staff and students. Our commitment to employment equity helps achieve inclusion and fairness brings rich diversity to UBC as a workplace and creates the necessary conditions for a rewarding career.

Job Summary

The Career Centre Coordinator Employer and Alumni Engagement provides administrative support for the UBC Career Centre and acts as the first point of contact for inquiries from employers alumni and the workplace community. This position coordinates the administration for all employer and alumni related programs events and services; including career fairs employer info sessions workshops and more. The position also administers the process for online job postings. The role also plays a key role in helping to coordinate the onboarding of staff to the Centre daily set up and operations of the Centre and ensures all administrative systems and processes are well maintained and operating in an efficient manner.

At UBC we value diversity as crucial for excellence in research innovation and learning. The Career Centre Coordinator plays a pivotal role in fostering a diverse and inclusive environment supporting graduate and undergraduate students across all disciplines in their career development journey.

Organizational Status
The Career Centre Coordinator reports to the Manager Employer and Alumni Engagement and works collaboratively with all members of the unit.

Work Performed

• Customer Service:
  • Provide a warm friendly and professional environment as the first point of contact for students alumni employers faculty and community members.
  • Address inquiries about career development workshops events and resources guiding individuals to appropriate support services both on-campus and in the community.
  • Demonstrate empathy and active listening skills ensuring students and employer partners receive necessary information and support as needed.
  • Solves problems and resolves complaints or addresses questions by investigating taking corrective action and referring as appropriate.
  • Responds to urgent and immediate requests calmly and effectively.
  • Stays up to date on specific campus programs or events in order to provide timely accurate and responsive service. Employer and Alumni Engagement:
  • Serve as a key liaison for employer and alumni interactions supporting recruitment activities employer information sessions and job postings.
  • Ensure adherence to employment standards and legislation when reviewing and posting job opportunities.
  • Coordinate interview room bookings resume collection and scheduling services for employers.
  • Coordinate with Employer and Alumni Engagement Specialists regarding employer activity and inquiries passing on relevant and important information to best serve employer partners.
  • Event Support: Work with EAE Event Team members to support fairs coordinate communications navigate employers and students inquiries and execute day of requirements.
  • Ability to work occasional evenings in support of special events and programs.
    
• Communications:
  • Support the promotion marketing and branding efforts of the UBC Career Centre to multiple target audiences through digital assets including emails banners and social media content.
  • Update and maintain the Career Centre website ensuring accuracy and relevance of information.
  • Create and design digital assets such as templates banners and graphics to enhance promotional materials.
• Data and Reporting:
  • Compile and interpret statistical reports on student participation and learning outcomes.
  • Maintain accuracy of student information systems and databases ensuring data integrity and confidentiality.
• Administrative Support:
  • Manage daily operations of the Career Centre including appointment and workshop bookings and scheduling of advisors.
  • Coordinate administrative tasks such as room bookings equipment management and ordering office supplies.
  • Provide administrative assistance such as data entry correspondence preparation and maintaining filing systems.
  • Work in collaboration with professional and student staff members to identify processes and systems that require improvement maps current processes re-designs processes and makes recommendations for changes that enhance the design of programs services and resources for students.

Qualifications:

• High School graduation and a two-year post-secondary diploma or equivalent combination of education and experience.
• Minimum four years of related experience preferably in a student-services career development environment or customer service/sales environment
• Strong interpersonal skills with the ability to communicate effectively and professionally both orally and in writing.
• Demonstrated ability to prioritize tasks work independently and handle confidential information with discretion.
• Experience working with external stakeholders and customers in a highly professional manner.
• A commitment to diversity equity and inclusion initiatives.
• Ability to analyze problems identify key information and make decisions independently
• Ability to take initiative prioritize work multi-task and work in a high volume fast-paced environment
• Pro-active and cognizant of conflicting priorities with the ability to advise and direct resolutions.
• Ability to effectively manage multiple tasks and priorities
• Ability to exercise judgment tact discretion and diplomacy.
• Ability to deal with a diversity of people in a calm courteous and effective manner.
• Effective organizational problem-solving planning and analytical skills. Ability to maintain accuracy and attention to detail.
• Excellent command of the English language. Proficient in the use of English grammar spelling and punctuation and professional terminology. Proven ability to communicate professionally and tactfully both orally and in writing. Ability to compose correspondence and other written materials using clear and concise business English.
• Familiarity with university policies procedures and administrative systems including Symplicity CRM Scientia Portal Workday.
• Familiarity and experience with Mail Chimp Mail Merge LinkedIn and Canva.
• Proficiency in Microsoft Office Suite (Word Excel PowerPoint) and experience with database management.

Consequence of Error/Judgement
The Career Centre Coordinator plays a key role in the first impression of the Centre and has direct impact on the experiences of students as well as our relationships with internal and external partners (i.e. families of students prospective students employers alumni UBC departments and community members). The incumbent will be required to deal with unique situations requiring sound judgement and discretion. The consequence of error is high and incorrect actions could adversely impact the experiences of students faculty and staff and negatively impact the reputation of the unit community partners and the University. They work independently under minimal supervision.

Supervision Received
This position reports to the Manager Employer and Alumni Engagement and receives project direction from other members of the leadership team.

Supervision Given
This position is not expected to supervise other employees.

Minimum Qualifications
High School graduation plus two year post secondary diploma plus four years of related experience or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives including perspectives in conflict with ones own

- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

Experience overseeing administration within a large complex organization is preferred.

Ability to manage the complexity inherent within a multi-faceted work environment focused on broad outcomes for students

Ability to analyze problems identify key information and make decisions independently

Ability to take initiative prioritize work multi-task and work in a high volume fast-paced environment

Pro-active and cognizant of conflicting priorities with the ability to advise and direct resolutions. Ability to effectively manage multiple tasks and priorities

Experience working both independently and on cross-functional teams

Ability to handle sensitive and confidential information with tact discretion and professionalism

Ability to exercise judgment tact discretion and diplomacy.

Ability to deal with a diversity of people in a calm courteous and effective manner.

Effective organizational problem-solving planning and analytical skills. Ability to maintain accuracy and attention to detail.

Excellent command of the English language. Proficient in the use of English grammar spelling and punctuation and professional terminology. Proven ability to communicate professionally and tactfully both orally and in writing. Ability to compose correspondence and other written materials using clear and concise business English.

Computer experience required. Ability to use word processing and spreadsheets (Outlook Word Excel PowerPoint) at an advanced level database and desktop publishing applications at an intermediate level. Virtual meeting platforms at an intermediate level. Familiarity with systems such as SharePoint SISC CareersOnline or other online systems an asset.

Ability to foster strong working relations and work collaboratively with UBC internal and external community partners.

Knowledge of University policies procedures governance and administrative systems preferred.

Additional spoken languages an asset.