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    Office Manager - Boulder, United States - University of Colorado Boulder

    University of Colorado Boulder
    University of Colorado Boulder Boulder, United States

    2 weeks ago

    Default job background
    Full time
    Description

    Job Summary

    encourages applications for an Office Manager position This role provides student programmatic support, office management, database management, and event support to the and reports directly to the Assistant Dean for Career Development. Duties include managing the Office's online (CDOnline/12Twenty) database system for tracking and publishing law student and alumni employment opportunities, reporting and evaluating student and alumni data, and providing technical/office support to CDO staff. Work includes managing office support and administration including maintaining financials records, budgeting, program planning and other administrative duties as necessary. This position interacts with a diverse group of important external callers and visitors as well as internal contacts at all levels of the law school, including students and, when necessary, providing training to office staff and students. This position requires a dedicated professional capable of accurately and efficiently handling, with a minimum of supervision, the variety of daily challenges inherent in a fast-paced environment.

    The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

    Who We Are

    We are an engaged, diverse, and inclusive community of students, faculty, staff, and alumni who help one another succeed. Our selective admissions process keeps our student body small, enabling our faculty, staff, alumni, and community to invest deeply in each student's success. Because we take our responsibility to educate and train future lawyers very seriously, our curriculum, research centers, and experiential learning opportunities are crafted to prepare students for success in today's changing legal environment.

    What Your Key Responsibilities Will Be

    Employment Data Collection and Reporting:

  • Collect new employment information from multiple sources (students and alumni, CDO staff, news reports, LinkedIn, etc.) and send a complete and accurate list to the Assistant Dean each month.
  • Conduct outreach to students and alumni to verify employment information and details.
  • Accurately collect, document, analyze and enter all post-graduate employment data into appropriate databases for National Association- Law Placement (NALP) and American Bar Association (ABA). Save and maintain all records and backup documentation of post-graduate employment data.
  • Submit employment and On-Campus Interviewing (OCI) data to NALP and ABA, and assist Asst. Dean with Princeton Review and U.S. News reporting.
  • Calculate post-grad salary averages and differences between categories and sectors, and determine school ranking for judicial clerkships, overall employment, and quality jobs based on ABA information.
  • Calculate student summer employment and post-grad employment percentages and report OCI participation and employment outcomes to OCI/OCR NALP report.
  • Work with Asst. Dean and CDO staff to update all employment information on the CDO external website.
  • Continually update and record new employment information for all students and alumni in 12Twenty for CDO staff information and outreach purposes.
  • Create, distribute, and analyze student, alumni, and employer surveys.

    • Technical Support and Database Maintenance:

  • Serve as CDOnline (12Twenty) expert and readily answer all questions from students, alumni, employers, Law School staff, and faculty.
  • Investigate and resolve technical problems experienced by users; inspect, manage, and update system settings as needed.
  • Attend formal training sessions from 12Twenty and keep staff and students up to date on upcoming system changes.
  • Update database continually with incoming classes and transfer students, student records, employer and contact updates, counseling availability, announcements, Pro Bono reporting, and the clerkship module.
  • Work closely with the IT Director and other database managers for information sharing, efficiency, and communication.

    • Event Planning:

  • Coordinate over 75 small events each year plus the CDO large events including JD Pathways, Judicial Appreciation Reception, CU/DU Government and Public Interest Law Career Fair, and On-Campus Interviews (OCI).
  • Advertise events via numerous channels, including but not limited to, the Law School events calendar, CDOnline calendar, CDO newsletters, posters, and email; and add all events to CDO Outlook calendar and CDO staff calendars.
  • Work with CU Parking and Transportation Services and Law School Dean's Suite for various parking needs.
  • Order catering, order alcohol, reserve rooms, prep nametags, set up rooms, clean and teardown after events, and meet and greet guests.
  • Maintain invitation lists for larger events and delegate tasks to administrative assistant and research assistants.
  • Responsible for creating OCI sessions in CDOnline, scheduling employers, gathering interviewer information, sending applications to employers, assisting with the creation and distribution of video tutorials, scheduling interviews, sending reminders to students and employers, alerting staff of upcoming interviews, keeping track of which interviews are virtual and which interviews are on campus, sending invoices and collecting payments, and maintaining accurate records of all interviews, offers, and jobs.

    • CDO Budget, Purchasing, and Financial Records Management:

  • Purchase goods and services in accordance with University policy.
  • Keep accurate records of all purchases made by P-Card, purchase orders, Marketplace purchases, payment vouchers, and payments made by administrative assistant.
  • Maintain professional memberships and attorney registrations for CDO staff, and renew 12Twenty and other annual expenses on time.
  • Process staff reimbursement requests and travel expenses.
  • Review and reconcile CDO speedtypes and budgets on a monthly basis.
  • Maintain financial records in accordance with University policy.
  • Review and monitor department's budget position and advise the Assistant Dean on necessary actions.

    • Administrative:

  • Serve as the "face of the office" to all students, alumni, employers, faculty, staff, and visitors.
  • Schedule appointments for Asst. Dean and CDO staff and maintain office calendar.
  • Demonstrate complete and accurate knowledge of all CDO policies, procedures, events, and requirements to visitors, employers, students, and alumni.
  • Create and send a bi-annual employer newsletter.
  • Answer the phone, respond to voicemails, distribute mail, maintain the main office email (lscareer) with the administrative assistant, update the CDO handbook with written instructions for tasks, and assist students and staff with faxes and copies.
  • Assist administrative assistant with job postings, reciprocity, CDOnline subscriptions, student and alumni newsletters, and Buffalaw distribution as needed.

    • Office Management:

  • Advertise for student Research Assistants and administrative assistant positions, interview candidates, process new employee paperwork, and train and supervise.
  • Order office supplies and maintain office equipment. Request assistance from IT, Facilities Management, and Xerox when necessary.
  • Maintain knowledge of emergency procedures and advise staff of changes.
  • Preserve Resource Library resources, records, and cleanliness.
  • Enforce office security and maintain office records in compliance with university policies.
  • Update the external CDO website as needed.

    • What You Should Know

    This is a hybrid position with 3 days per week in-person on the CU Boulder campus. Standard schedule is Monday-Friday, 9am-5pm with some nights and weekends depending on events and departmental needs.

    What We Can Offer

    The salary range for this position is $50,000 to $62,500 annually.

    It's important to know exactly what your total compensation package includes. .

    Benefits

    The University of Colorado offers excellent , including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the .

    Be Statements

    Be excited. Be resourceful. Be Boulder.

    What We Require

  • Bachelor's degree and a minimum of two years' experience in a fast-paced office environment, ideally managing or coordinating the needs of an office. Experience appropriate to the work assignment, may substitute for the degree on a year-for-year basis.

    • What You Will Need

  • Ability to develop survey tools and interpret data submissions.
  • Excellent communication and interpersonal skills.
  • Good organizational skills and keen attention to detail.
  • Discretion in managing sensitive information while maintaining confidentiality.
  • Promotion of an inclusive environment reflecting a diverse set of backgrounds represented of law school partners.

    • What We Would Like You to Have

  • Customer service experience, judgment, and experience in handling sensitive data and questions.
  • Experience with CDOnline (12Twenty) or a related database management system.
  • Experience in a university setting and with university procurement systems.
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