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 UBC Career Centre supports graduate and undergraduate students from all academic disciplines in their career development, learning, and success.

We help students and graduates explore who they are, who they are becoming, and what they bring to the world through meaningful experiences that prepare them for life and career.

As a member of the Operations team, the Career Centre Coordinator performs work in support of four major areas:

• Customer Service - providing a warm, friendly, and engaging environment as a first point of contact for everyone visiting the Centre.
• Administrative and Operations Support – managing routine daily operations for the Centre and providing foundational support to the various teams in the unit.
• Communications – supporting promotion, marketing, and digital assets like emails, banners, signage and
• Data and Reporting – compiling reports on student participation and learning outcomes.

This role is a focal point for greeting the campus community and ensuring the students, alumni, employers, faculty, and the community have a positive experience.

Organizational Status
The Career Centre Coordinator reports to the Office Manager and works collaboratively with the Operations team and with all members of the unit.

Work Performed

Customer Service

• Provide a warm, friendly, and engaging environment for students, alumni, employers, staff, faculty, and community guests through phone, email, and in-person interactions at the front desk.
• Act as a first point of contact and respond to student, alumni, and/or family questions about student life at UBC and career development during the degree experience by ensuring accurate information is provided. Connects students to specific and appropriate career supports or programs offered by the Centre, other departments on-campus, or community-based career resources.
• Demonstrates empathy, sensitivity, and active listening skills to probe for information, understand student questions in greater detail, and clarifies steps already taken to address student goal or concern. Provides assistance through a balance of information sharing and emotional support to individuals who may be under stress or in distress. Exercises judgement to determine appropriate level of support to address student concern or recommend specific self-directed resource.
• Obtains and discloses confidential and sensitive information as appropriate, determining appropriate course of action, resolving details of unusual situations in the absence of established guidelines, and communicates appropriately to the relevant department member.
• Interprets student goal based on a number of factors and decides which programs, services, or resources to recommend. Shares rationale for recommended resources and next steps, demonstrates how to use self-directed career tools, and checks for understanding.
• Provides training and/or instruction to students or families on basic best practices in job search, career exploration, and student life at UBC.
• 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.

Administrative and Operations Support

• Manage, coordinate, and monitor appointment and workshop bookings in accordance with policies and procedures. Maintains the schedules of advisors and reschedules as needed for unexpected absences or events.
• Maximizes usage of CareersOnline and other web-based systems to ensure operational needs (i.e. posting jobs, booking appointments, promoting events, or other related tasks) is easy to use, effective, and accurate. Maintains and updates user access and permission levels.
• Troubleshoots questions about common features and functions within CareersOnline for students, employers, and others in the campus community. 
• Uses and troubleshoots CareersOnline and other web-based systems to review and post job postings from employers hiring UBC students and alumni.
• Reviews job postings and ensures adherence to Employment Standards legislation and Human Rights legislation. Answers inquiries, assist and resolves minor technical difficulties for employers in the job posting process. Difficult technical problems are referred to Manager, Employer and Alumni Engagement or delegate.
• Maintains and responds to on-boarding and off-boarding requests including: submitting tickets to create and manage email accounts, managing UBC directory entries, provisioning laptops, managing equipment, and resolving problems as they arise.
• Develops and delivers orientation and training of new staff in administrative office practices and procedures, as well as providing refresher training sessions as requested. Formally trains new staff on work procedures, space usage, safety/security, and/or oversees work of students and/or temporary staff.
• Performs administrative tasks such as data entry, room bookings, equipment inventory and management, ordering office supplies, answering phones, and scheduling.
• Assists the Office Manager in submitting maintenance and facilities requests.
• Provide administrative assistance including taking minutes, communication within team, etc.
• Maintains all-in-one work center for printing, copying, scanning, and faxing. Performs routine repairs (fixing paper jams, adding toner and paper), and calls for service when required.
• Performs and troubleshoots simple audiovisual tasks.  Provides technical support with OWL set-up and PowerPoint presentations.
• Adheres to opening and closing procedures to ensure safety and security of the Career Centre
• Supports the Manager in implementing health and safety protocols  and emergency procedures. For example, they will be assigned as floor warden.

Communications

• Supports communications, promotions, and branding for initiatives across the unit.
• Updates website, develop social media assets and content, and maintain print resources.
• Creates digital assets that support the Career Centre’s initiatives, including designs, templates, banners, graphics, and more.

Data and Reporting

• Compiles and interprets complex statistical reports on centre operations including student participation and student outcomes assessment data.
• Oversees the correction of errors in student information systems (i.e. CareersOnline or program records).
• Assists in the maintenance of databases (i.e. CareersOnline), ensuring that data is accurate and up-to-date.

General

• Works 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.
• Actively seeks to improve the space and care for the quality of the programming and resources represented.
• Routinely  maintains the tidiness and cleanliness of the space and participates in seasonal projects as required.
• Provide orientations, expectations, and reminders about effective and appropriate use of the space and resources to users of the space.
• Additional duties in support of large-scale events (i.e. job fairs, orientations, and others).
• Additional duties as required.

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 Office Manager 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 one’s own
- Demonstrates a commitment to enhancing one’s 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.

Strong technical skills and 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. Hands-on knowledge of enterprise systems such as CareersOnline,  SharePoint and Workday preferred. Familiarity with Canva and 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.