Faculty Support (Executive Assistant 1); Law School Administration
Posting # 1783
University Description:
The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges.
Detailed Description:
The Faculty Support (Executive Assistant I) provides general and academic support to the Law School Faculty.
Duties and Responsibilities:
Faculty Support:
Perform research as requested, including frequent electronic research utilizing Westlaw, Lexis-Nexis (legal databases) to download cases and the Internet to find addresses, phone numbers, articles, and government website.
Tabulate scores and grades for midterm and final examinations using LG 2.0 program; bubble Scantron grading keys used to score exams and final grade sheets used by Records to give course grades.
Post course documents and assignments to TWEN and/or Blackboard site
Assist in maintaining and utilizing TWEN and Blackboard sites
Exams and teaching tools: type quizzes, midterms, final exams and sample answers.
Prepare class syllabus, attendance lists and seating charts
Process expense reports, petty cash and check requests
Perform word processing of manuscripts, articles and books
File management and maintenance
Help faculty make travel arrangements
Monitor individual faculty budget accounts
Order textbooks and books for research from the bookstore and publishers.
Coordinate print-shop requisitions for copies of class materials and other documents, including conference reading materials.
Type and proofread documents as needed
Scan and photocopy documents as needed
Order supplies through online vendor
Screen and answer phone calls, and schedule meetings/appointments
Perform library and mail runs
Shred outdated examinations and confidential information
Administrative Support:
Handle daily mail room functions including sorting, distribution, and routing of incoming mails
Update nameplates for faculty, staff and administrators' mail boxes
Keep daily log of courier mails for tracking and delivery purposes
Distribute of UPS/Fed Ex/Airborne and other packages
Monitor and replenish paper supply for copier, scanner, and fax machines in mail room
Update the Law School's directory
Provide office coverage for other faculty support staff when necessary
And other tasks that may be assigned by the Lead Executive Assistant.
Legal Writing and Research Support:
Annual Oral Arguments:
Maintain accurate data and manage database of over 300 judges for first-year oral arguments.
Obtain over 130 local judges to participate in over 30 on-campus and 10 off-campus oral argument sessions
Event Planning: establish and communicate travel arrangements for participants; provide meeting rooms, parking arrangements, and catering for sessions. Oversee check-in of judges and participants
Distribute case material to participants
Create and manage the distribution of various invitation emails using Blue Hornet
Design, manage, and update websites for Lawyering Skills I faculty
Assist with the administrative training and supervision of Lawyering Skills I Specialists (TA's)
Assist in maintaining the Legal Writing and Research website using Cascade Server
Coordinate yearly student visit to the Court of Appeals with students, faculty, and the court
Coordinate the submission and return of student assignments through in-person and electronic means
First-year Practicum Course:
Help coordinate the logistics for break-outs or smaller class sessions
Assist with grade tracking, recording, and score translating o Assist with hiring and communication with teaching assistants (TA's)
Assist with communications to adjuncts and students o Manage classroom reservations for 8 weeks of instruction and summer adjunct training
And perform other tasks requested by faculty
Job Requirements:
Minimum Qualifications:
High School Diploma or GED (General Education Diploma)
Two-year experience in a business office setting
Preferred Qualifications:
A.A. preferred.
Experience in a law- related or educational environment is a plus.
Performance Expectations - Knowledge Skills and Abilities:
Ability to type a minimum of 60 WPM with accuracy; excellent word processing and proofreading skills.
Ability to compose letters and memoranda in English; proficient use of vocabulary, spelling, and grammar.
Demonstrated skill in the use of PC systems to complete tasks, including word processing and spreadsheets. Ability to use the internet for research and information retrieval.
Demonstrated organizational skills, ability to prioritize job functions to meet multiple deadlines and changing priorities to ensure smooth workflow. Skill to organize large volumes of material.
Demonstrated knowledge, understanding, and ability to coordinate work within policies and procedures as they relate to a variety of administrative functions.
Ability to maintain confidentiality and use discretion in handling sensitive matters.
Excellent interpersonal skills, and the ability to work with a diverse group of people while communicating clearly and effectively in grammatically correct English on the telephone, through e-mail, and in person, while demonstrating tact and diplomacy.
Ability to perform multi-tasks maintaining a calm, positive, and professional manner
Tools and Equipment Used:
Duties require knowledge of computers, printers, photocopiers, scanners, shredders, fax machines, 10-key calculator, Dictaphone, and typewriters. In addition, strong technical skills are required involving software programs: WordPerfect, Microsoft Office (Word, Excel, Outlook, and PowerPoint), in addition to familiarity with, or ability to learn, other software programs such as Oracle, Lexis Westlaw, Law Grade, Express O. etc.
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
Posting Salary: $18.16-$21.00 per hour; Excellent Benefits.
The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits
Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.
The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.
