Career Development Operations Manager
Final Filing Date: 08-16-2019


Job Summary:

Under supervision of the Senior Director, manage events, technology and operations for Career Development and is responsible for ensuring effective delivery of critical, high-level programming, events, and activities supporting MBA students and employers. Independent oversight for the strategic development and implementation of multiple databases to meet evolving data needs; provides analytical support and statistical research for Career Development and Student Affairs. Provide high-level support for student and recruiter programs and lead coordination of top level Career Development events.

Essential Responsibilities


Manage operational aspects of fast-paced, complex career management center. Make independent decisions about resource allocations and budget expenditures. Assist to implement strategic goals and objectives, emphasis on process improvement and customer service. Monitor budgets, provide analysis, reporting, and recommendations. Oversee maintenance of GSM Career Development websites.

Analyze processes and functions, make recommendations to improve operational and tactical efficiency for student and employer programming. Enforce policies and procedures for career development, production schedule, data collection and maintenance. Communicate, interpret, and advise about University and GSM policies, procedures, and guidelines for students, employers, faculty, staff and general public. Work closely with the Sr. Director and team to efficiently manage student & employer communications.

Assist in developing new publications and informational materials for students, employers and alumni. Develop and edit training guides for career recruiting procedures. Review, update, and edit policies and procedures.

Recruit, hire, train and monitor team of 4-5 part-time student employees.


Independently structure and maintain the career management systems and databases to provide accurate and efficient data collection, reporting and decision-making. Design and maintain multiple internal and web databases and be responsible for the integrity of the primary student database of 600+ records and primary employer database of 2,000+ records. Monitor contracts and stay abreast of innovation to propose enhancement to existing contracts.

Design queries and reports to meet the GSM’s constantly evolving data needs. Compile, analyze and interpret statistical information on career development activities, student preparation, employer relations, job postings and other areas for future planning. Independently identify problems regarding data collection and analysis procedures and implement solutions. Automate as many procedures as possible to better maintain integrity of data and limit time needed on each procedure. Act as liaison with on-line application vendors for technical and analytical issues.


Collaborate with team to develop and implement strategies. Identify options for employer relations to ensure student career opportunities meet the GSM’s strategic goals. Lead, manage production schedule, employer outreach, and student programming. Analyze job postings, determine appropriateness for GSM students. Analyze, set application deadlines for multiple overlapping company deadlines and recruiting schedules.

In cooperation with career development team, manage complex, high-volume processes related to the grad student job searches, including job postings, cover letter/resume submission, interviews and recruiter contacts and follow up.

Train staff on operational and technical procedures. Work with campus departments to ensure proper forms, procedures and policies are developed and communicated to students and employers.

Assist Sr. Director and team in projects as needed.


Manage logistics for small and large scale events (career fairs, info sessions, mock interviews, corporate panels, speakers, interview schedules, workshops, and other events). In collaboration with the Sr. Director and Assoc. Director, make budgetary decisions, determine event needs and coordinate resources pertaining to events.

Coordinate and provide support for students and recruiters. Serve as front-line contact and decision-maker for career development (email, telephone, in-person). Advise, interpret and assist with career development policies, procedures, deadlines, activities and events. Monitor student and employer compliance, take appropriate action.

Physical Demands:
  • Lift/maneuver up to 30 pounds of student services materials from various locations.
  • Work varied schedule to meet operational needs.
  • Work occasional overtime, evenings and weekends.
  • Attend relevant conferences when needed.
  • Travel to Sacramento, Davis and San Ramon campuses and Sacramento and Bay Area locations; a valid California driver’s license is required.
Work Environment:

UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.


Minimum Qualifications:

Experience performing high-level analytical work, analyzing complex information, performing independent research, or presenting complex data in a way that facilitates decision-making and making strategic recommendations.

Experience and skills overseeing a budget and providing allocation recommendations.

Experience in recruiting, training and managing student assistants and building scheduling that fits the need of the unit.

Computer skills. Knowledge and Experience of large computerized student information systems, including distributed relational databases, document management systems, and micro computing in student administrative services.

Experience in using spreadsheets, word processing and presentation software.

Skills to organize workload independently and set priorities, adapt to changing work priorities, perform multiple unrelated tasks, work effectively and efficiently with frequent interruptions, meet deadlines, work under multiple deadlines, work in a fast paced environment.

Experience monitoring compliance with guidelines, policies and procedures.

Knowledge of policies and practices in higher education.

Excellent interpersonal skills needed to communicate in a pleasant, and effective manner, and handle difficult, sensitive and/or confidential issues with student groups, persons of varying ages and ethnic backgrounds, special interest groups organizations, campus staff, faculty, the public, and others.

Experience balancing competing constituents needs while supporting and achieving GSM goals.

Preferred Qualifications for Selection:

Skills in building print/digital informational guides for internal and external use and experience with creating process improvements.

Writing, editing and proofreading skills to quickly and accurately produce letters, memos, reports, etc. Ability to effectively solve problems and develop solutions independently. Orientation toward providing a high level of customer service to students and the public.

Ability to professionally represent GSM administration and graduate students to the public. Experience interacting with recruiters to organize career fairs, employer outreach, events (on-site or virtual), and recruiting at GSM or at the employer site.

Experience developing innovative solutions, attempt difficult and unfamiliar projects/assignments and respond with flexibility to requests for assistance in problem-solving and organizational development.

Critical thinking, analytical thought processing, original idea generation to conduct inductive, theoretical and practical research as well as applied problem-solving.

Ability to take initiative and to work independently as well as to work cooperatively and collaboratively as part of a team.

Experience preferred working in a Graduate School and university environment.

Experience preferred using Microsoft Suite including Access, Excel, Word, Publisher, Outlook, and FrontPage. Experience preferred in using Adobe Acrobat, familiar with PDF document format, presentation software, and Internet use.

Experience preferred in using other needed applications such as Qualtrics.

Experience and knowledge of AggieTravel, MailChimp, MBA Focus GradLeaders Global Talent System, and Canvas.

Knowledge of UC Davis and campus resources helpful. Broad and specific knowledge of the graduate and professional student experiences helpful.

Knowledge of methodology in data collection including survey, database design, and data reporting. Skills to analyze procedures and make improvements for continuous business performance improvements.