CDO Operations Specialist at University of Richmond in Richmond, Virginia

Job Description:

Job Description




***Please submit a cover letter with a resume***




POSITION SUMMARY: The Career Development Office (CDO) Operations Specialist oversees the strategic operations, complex coordination and professional execution of a diverse set of responsibilities integral to the creation and delivery of law student and alumni career and professional development services.


The Operations Specialist actively participates on the CDO team and closely works with constituents including students, alumni, legal employers, and law school faculty and administration.



JOB DUTIES/RESPONSIBILITIES:





Program and Event Management



Designs, educates faculty and students, and manages the process for coordination and submission of judicial clerkship applications, including exercising independent judgment to customize confidential faculty letters of recommendation. Coordinates listings, applicants' data, and documents between 12Twenty (LawQuest) and the Online System for Clerkship Applications and Review (OSCAR). Performs Law School's annual OSCAR system maintenance. Maintains and reports data regarding judicial clerkship applications, interviews, and hiring. Maintains confidential student information and Family Educational Rights and Privacy Act (FERPA) documentation.


Design, plan, and executes large-scale events for students, alumni and employers-including segments of new student orientation programs, small-group workshops, mock interviews, interviews, networking events, and receptions-from concept to fruition, in accordance with professional development objectives established by the team. Sets budgets based on attendance projections. Selects locations, plans menus, sends invitations, tracks RSVPs, coordinates day-of logistics and staffing, and follows up with participants post-event.


Collaborates with team to select career development student advisory board. Manages board, including communicating regularly with members; conceiving, designing, assigning and monitoring board projects between meetings; and developing meeting agenda.


Develops process and application for annual Summer Public Service Fellowship Program (SPSFP). Interprets SPSFP requirements for students and employers using independent judgment. Manages faculty-led SPSFP discussion groups for all participants.


Collaborates with the advising team to develop CDO policies and procedures while maintaining compliance with American Bar Association standards, National Association for Law Placement (NALP) principles and best practices.


Trains law school staff and faculty to use 12Twenty (LawQuest). Creates and delivers customized reports.




Communications



Drafts, edits and maintains CDO communications for all audiences, including the Career Advisor newsletter, website and social media.


Advises current and prospective students on career issues, including a dynamic national application process for federal clerkships, by evaluating and interpreting guidelines promulgated by regulating bodies and in accordance with best practices used by peer schools.


Communicates with judges, law firm partners, corporate executives, government officials, alumni and other high-profile employer contacts regarding their recruiting needs.




Budget and Financial Management



Collaborates with the Associate Dean on strategic planning for resource allocation and makes annual budget recommendations based on analysis of past spending. Manages all CDO budget accounts, including reviewing and reconciling expenses. Initiates, negotiates, and tracks departmental contracts. Resolves invoice and payment issues directly with vendors. Develops and delivers custom budget reports. Enters new agreements into the University's contract management system.




Office Management



Develops and executes strategies to improve student engagement and the in-office experience for CDO visitors. Oversees physical space and identifies and secures outside space as needed, to support the CDO's mission. Provides or ensures continuous reception coverage.


Evaluates, purchases, and maintains career development resources. Selects, negotiates pricing, controls inventory and purchases supplies and promotional products (for employers and alumni) from vendors. Initiates and tracks office and equipment maintenance requests.


Coordinates projects and priorities with other Law School departments and the University.


Performs research, investigation, and coordination of special projects related to career and professional development as assigned by the Associate Dean.



CONTACTS:



External Constituents: Law alumni and legal employers, including law firms, government and public interest organizations, corporations, and judges-to facilitate meeting their recruiting needs and/or to coordinate their participation in CDO professional development programs. Career development teams at other schools - to facilitate our participation in consortia programs, secure reciprocity for our students and/or share information regarding best practices.


Law School faculty, administration and staff: Law school colleagues-to facilitate CDO events and operations, share information regarding students and alumni and learn more about law school initiatives of interest to current and prospective employers.


Other University departments: Departments including Events, Communications, Facilities, Catering/Dining, Budget Office, Payroll, Student Accounts, Student Employment, Printing Services, Information Services, Parking Services, and Human Resources, among others - to facilitate CDO events and operations.



SUPERVISION EXERCISED:



The Operations Specialist will train student employees; and supervise temporary administrative employees.



WORKING CONDITIONS/PHYSICAL EFFORT:



The Operations Specialist will work in an office environment. Some night and weekend work, and some travel are required, particularly for career programs, special events, or external trainings.



QUALIFICATIONS:

• Strong oral and written communication skills. Excellent organizational, project-management, problem-solving, interpersonal, and customer service skills.


• Strong judgment and the ability to work effectively independently and as part of a team. Ability to perform well in a fast-paced professional setting. Ability to multi-task while maintaining keen attention to detail. Discretion in handling sensitive and confidential information.


• Knowledge of finance, accounting, budgeting, and cost control procedures, and the ability to analyze and prepare financial reports.


• Understanding of office maintenance principles and procedures, including services, equipment, supplies, and inventory control.


• Competency in Microsoft Office (especially Word, Outlook Excel, and PowerPoint); Banner; Banner Web; EMS; Cascade; MailChimp; Constant Contact; and 12Twenty software (or facility with web-based databases and contact management software generally).

Education & experience
:





Required
: Bachelor's degree, plus 3 - 5 years of administrative experience in a fast-paced environment. Project management experience. Strong attention to detail.




Preferred
: Experience in a legal environment to include law practice, legal education or legal recruiting/hiring



Pay Grade: 5 Hourly Fulltime with Benefits, Non-exempt Rate $19.72 to $26.13 Apply Now