Program Assistant V - Office of Career Planning USF School of Law

Job description

Job Title
Program Assistant V - Office of Career Planning USF School of Law

Requisition Number

Job Location
Main Campus - Hilltop

Salary Type
Non Exempt

Minimum Hire-In Rate (for OPE positions only)

Job Type

Union Type
OPE, Local 3

Up to 25%

Work Environment

Job Summary
The Program Assistant V manages all recruiting and job posting activities at the School of Law and works closely with the staff of the Office of Career Planning (OCP) to support career counseling services and coordinate programming for over 500 law students and 9000 alumni. The position manages all collection and reporting of employment data on School of Law graduates. This position reports directly to the Assistant Dean for Career Planning and Legal Community Engagement (Asst Dean).

Job Responsibilities
Determines how best to support the OCP's mission by independently determining customer needs and responding to those requests.

Deals with a diverse group of external callers and visitors and internal contacts at all levels of the organization. Exercises independent judgment to plan, prioritize and organize diversified workload and to recommend changes in office practices and procedures.

Collects and manages key data for school regarding employment of students and graduates.

May act on the behalf of other members of OCP in their absence.

Scope & Effect:
Manages job postings for law students and alumni, editing and approving job postings daily. Supervises student assistants in job posting data entry. Markets and distributes job postings to students and alumni. Fields communications from employers regarding job postings and provides employers assistance in management of their job posting database accounts.

Manages semi-annual on-campus recruitment process. Among other tasks, manages collection and distribution of applications, conducts communication with employers regarding process, and manages scheduling and hosting of interviews. Manages student tracker and coordinates law student training. Communicates with students and employers regarding opportunities, deadlines, and requirements for participation. Responsible for working with Asst Dean and Directors to expand and improve upon on-campus recruitment program.

Collects and maintains essential OCP data including: student, alumni and employer information; monthly/semester/yearly data for all OCP activity; outcome/yield data for all School of Law recruiting activity including fall and spring on campus interviews, resume collections, and job fairs (including Public Interest/Public Sector Career Day and other career fairs at which School of Law students are present).

Administers bi-yearly graduate employment survey and processes responses. Collects and assembles other data and information required for reporting to National Association of Law Placement (NALP), American Bar Association (ABA), and other organizations as needed. Manages entire process of graduate employment data collection, organization, and reporting, under supervision of Asst Dean. Manages follow-up employment data collection and documentation.

Participates in employer and alumni outreach for the office. In consultation with Asst Dean and Directors, sets meetings and conducts follow up with employers to recruit them for various programs at the school.

Works with Alumni & Development Department on co-planning engaging events for alumni that will help further OCP's mission. Also attends alumni events to recruit alumni to participate in other projects/programs OCP is administering.

Works with the Registrar's Office to maintain accurate student and recent graduate records in the OCP database.

Manages social media for OCP, which includes managing Twitter, Facebook, and LinkedIn accounts. Spearheads effort to help build the online brand of the Office of Career Planning.

Works in conjunction with the Program Assistant IV to manage OCP's day-to-day operations and plan, coordinate and advertise internal and external events.

Identifies and resolves various problems and situations that affect the efficient flow of work between OCP, the Deans' Office, the Office of Development and Alumni Relations, other departments within the School of Law, and the University.

Prepares important documents and reports for University, School of Law, and outside organizations' use and is responsible for processes affecting other areas of the University.

May be responsible for other duties, as assigned.

Acts as a liaison between the School of Law, the University, and outside agencies (e.g., vendors, law firms, non-profit organizations, government agencies, etc.), and interfaces with recruiting staff, hiring partners, and other members of the legal community involved in the recruiting and hiring process.

Collects and maintains confidential student, alumni and employer information and explains OCP, School of Law, University, American Bar Association, and National Association of Law Placement (NALP) policies when necessary.

Supervisory Control:
Works under minimal supervision, and resolves problems independently.

The Program Assistant V and the Asst Dean jointly determine the position's parameters and department objectives for the role, in consultation with the rest of the OCP staff.

Works with Asst Dean and other Directors to determine project deadlines related to job postings, recruiting activities and collection of data from employers and students participating in those recruiting activities, as well as other projects related to Office operations and communications.

Resolves issues regarding policies and procedures in the absence of the Asst Dean or OCP Directors.

In conjunction with PA IV position, hires, supervises and trains student assistants (3 to 6 on staff at a time).

Knowledge and Skills:
The Program Assistant V is knowledgeable about OCP, School of Law, University, ABA and NALP policies and procedures.

Works with confidential and sensitive student and employer information.

Recommends, develops and implements new methods and policies to improve OCP's operations and the services that OCP provides.

Handles various situations and uses written and unwritten policies and practices in addition to judgment to resolve conflicts and concerns.

Works independently and within the OCP team on special nonrecurring and ongoing projects.

Independently coordinates all details of events and meetings and works with internal and external contacts to solicit and coordinate services.

Manages multiple streams of communications, including online communications.

May establish and maintain departmental information on web pages, perform desktop publishing, and create and develop visual presentations.

Maintains financial records for certain department expenditures and events.

Minimum Requirements

  • Post high school education preferred. Training or experience equivalent to five years of increasingly responsible work experience in a senior support role or related education.
  • Experience as a recruiting coordinator, office manager, or administrative assistant, preferably in an academic or legal environment also preferred.
  • Familiarity with legal recruiting processes and timelines.
  • Ability to work with a minimum level of supervision.
  • Ability to track multiple details across multiple projects in an efficient manner.
  • Ability to independently analyze, recommend and implement new/changes to office operations.
  • Advanced experience working with computer database systems, word processing and spreadsheet software. Previous experience working with recruiting databases, Symplicity, Banner, and Microsoft Office Suite strongly preferred. Facility working with marketing strategies and social media tools strongly preferred.
  • Self-starter interested in continuous improvement of the Office.
  • Must be customer service and team oriented.
  • Previous supervisory experience preferred.

    Additional Knowledge, Skills, and Abilities
  • The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or University vehicles. Examples of these include, but are not limited to, the use of safe work practices with office equipment, avoidance of trips and falls, and observance of fire regulations and traffic signals, etc.
  • Required to regularly work evening hours and occasionally work after regularly scheduled hours and weekends for special events and training conferences. Required to work the School of Law Swearing In Ceremonies, Public Interest/Public Sector Career Day, and the School of Law Graduation.
  • Occasional local travel for outreach and limited regional and national travel for industry conferences and meetings may be required.

    Job Open Date

    Posted until Filled

    About USF
    The University of San Francisco is located in the heart of one of the world's most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a student's passion for social justice and a desire to “Change the World From Here.” For more information, visit

    EEO Policy
    The University is an equal opportunity institution of higher education. The University does not discriminate in employment, educational services and academic programs on the basis of an individual's race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, gender expression, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, and the other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.

    Fair Chance Ordinance
    Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. For more information visit:

    To Apply, visit:





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    Job No:
    Posted: 2/7/2018
    Application Due: 8/27/2018
    Work Type: