Career Services Office Assistant

BLANK AST 3 (004722)

UCPath Position ID: 40105281

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1102212

Approved Date:

8/11/2025 3:05:27 PM

Date Last Edited:

8/11/2025 3:05:25 PM

Last Action Effective Date:

7/1/2019

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1140O

Organization:

SCHOOL OF LAW

Division Code:

1141D

Division:

LAW DIV

Department:

025000 - LAW

Position Details

UCPath Position Number:

40105281

Position Description ID

165553

UC Payroll Title:

BLANK AST 3 (004722)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40943114

Reports to Payroll Title:

CAREER SVC SUPV 2

UCPath Department Head Position Number:

40049595

Department Head Payroll Title:

CAREER SVC MGR 2

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under the general direction of the Senior Director of Career Services, incumbent is fully responsible for the administration of resources and reference services in the School of Law Office of Career Services. Incumbent acts as front-line liaison between the Office of Career Services (OCS) and law students, alumni, employers, faculty, staff and the general public. Provides administrative support to the Assistant Dean for Career Services, the Senior Director, Directors, Assistant Directors, and the Recruitment Manager to ensure the successful delivery of OCS services, and the successful development, planning, and implementation of various programs, events, and various other initiatives.

Reference Services

1. Act as front-line liaison between the Office of Career Services (OCS), law students, alumni, staff, faculty, employers, and the general public. (E)

2. Fully responsible for handling resources and reference services in the Office of Career Services (OCS). (E)

3. Responsible for handling all preliminary inquiries by providing Career Services information in person, on the telephone, and via email. Problem-solve and re-direct inquiries as appropriate. (E)

4. Screen clients and provide assistance. Refer the client to appropriate staff for career services counseling or related assistance. (E)

5. Directly facilitate the service and resource mission of OCS to clients in order to effectively ensure that their needs are met. Personally and interactively provide advice and assistance for clients regarding the use of all OCS services, including the resource library, the posting of job listings, the Internet Job Board, the OCS Website & Blog, in-house information databases, handouts, Career Services events, and reciprocity services. (E)

6. Maintain the OCS website, blog, and bulletin boards to ensure relevant materials are presentable and current. (E) A. Organize and maintain OCS information on the website and blogs to ensure an interesting and informative presentation.

7. Fully responsible for ensuring the effective organization and efficient and orderly maintenance of the OCS resource library at all times. 8. Work with the OCS staff to evaluate and update the resource library. (E)

9. Assist in implementing and maintaining OCS computer programs and systems (i.e., OCI, OCS website & blog, Symplicity, etc).

(E)

10. In coordination with other OCS staff, responsible for posting all OCS announcements, office hour modifications, etc., on the OCS website and telephone system. (E)

11. Coordinate and monitor the Reciprocity Program. (E) A. Respond to initial inquiries and handle all necessary correspondence. B.              Track other schools' reciprocity requests to ensure compliance with policy. C.              Initiate reciprocity for UCLAW students and alumni. (E)

12. Coordinate and train staff assisting with resource and reference services. (M)

50%

Administrative Support

1. Screen incoming calls for OCS. Decide how each call should be handled, provide requested information, and take messages or redirect inquiries. (E)

2. Maintain OCS calendar, scheduling meetings and appointments, using judgment as to time and place. This may include extensive shifting of the calendar to accommodate last-minute scheduling and cancellations, and the need to make decisions regarding sensitive situations involving students and alumni. (E)

3. Create and maintain an online Outlook calendar for all counselors. (E)

4. Act as initial contact for communications between the OCS and the students, alumni, employers, and general public. (E)

5. Assist in compilation and organization of data for statistical and other reports. (E)

6. Order and maintain supplies for the office, staff, and events. (E)

7. Hire and supervise student worker candidates. (E)

8. Assist the Assistant Dean, Senior Director, Directors, and Assistant Directors with the following: A. Coordination and implementation of all events, including panels, receptions, and career fairs. B.              Publicizing events using the OCS website, blog, flyers, and e-mail. C.               Developing electronic communications with the legal employment community. D.              Developing employer databases. - Statement 8 (E)

9. Compile and maintain a list of resources for alumni, including lists of temporary agencies, legal recruiters, and job listing websites by practice, specialties, and locations. (E)

10. Assist in setting up and updating student/employment files. (E)

11. On-Campus Interview Program (OCIP) implementation. A. Professionally greet and respond to client questions/problems regarding all aspects of the program, enforce and follow up on no-show policy. B. Assist in the administration of OCIP. C.              Assist with production and coordination of schedules, making changes and cancellations electronically. D.              In the absence of the Recruitment Manager, coordinate all phases of the on-campus program. - Statement 11 (E)

40%

Job Search Program

1. Receive information by phone, mail, fax, e-mail or web site and guide employers in placing job listings. (E) 

2. Provide individual and group job listing information to students via email and Symplicity website. (E)  3. Other duties as assigned. (E)

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

High School Diploma

or equivalent combination of education and experience

Required

Experience and skill in using Microsoft Suite (Word, Excel, Access, etc.)

Required

Excellent interpersonal skills to communicate and generally interact effectively, courteously, and diplomatically with persons of various social, cultural, economic, and educational backgrounds; ability to deal sensitively with the emotional tensions of law students.

Required

Working knowledge of the operations of a career planning office required of an institution of higher education sufficient to accomplish the duties of the position.

Required

Ability to work independently with minimal supervision, using initiative to anticipate needs in areas of responsibility.

Required

Skill in establishing priorities which accurately reflect the relative importance of job responsibilities; ability to work with frequent interruptions, distractions and changing priorities and deadlines; ability to work under pressure during peak seasons.

Required

Skill in organizing material, information, and people in a systematic way so as to optimize efficiency and minimize duplication of effort

Required

Ability to analyze situations and complaints to define the problem or objective.

Required

Excellent written communication, including proper punctuation, spelling, and grammar.

Required

Ability to handle sensitive materials and information with confidentiality and discretion and appreciation of the overriding importance of confidentiality and loyalty.

Required

Ability to calculate basic mathematical and statistical information.

Required

Skill in establishing and maintaining files. - Services Office staff.

Required

Ability to perform complex editing of computer input from Career Services Office staff.

Required

Excellent typing skills to prepare correspondence and other various documents with speed and accuracy; ability to operate a personal computer and proficient working knowledge of Outlook, Windows Office, and Word.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Ability to work physically at UCLA School of Law a minimum of 2-3 days per week with additional days on site as operational needs dictate.

Required

Occasional evening and weekend work for events.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

385 Charles E Young Drive East, Los Angeles CA 90095

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.