Dean---s Office Assistant, Southwestern Law School

Company: Southwestern Law School
Location: Los Angeles
Posted on: May 16, 2022

Job Description:

Job Description The Dean---s Office Assistant will work under the supervision of the Chief of Staff to support the President and Dean and ensure a professional image is conveyed to the law school and the Los Angeles and legal communities. The Dean---s Office Assistant is an experienced and committed individual who is highly organized, enthusiastic, and able to think on their feet to assist with the daily operations and activities in the Dean---s Office. The position requires strong organizational skills, excellent written and verbal skills, careful attention to detail, and good judgment in handling a wide variety of situations. The ideal candidate for this position will be a versatile self-starter capable of working with minimal supervision and able to coordinate and manage multiple assignments and projects successfully in a fast-paced, executive office while maintaining a calm, congenial, professional demeanor. Primary Responsibilities Maintain the President and Dean---s complex and very active calendar of appointments, meetings, engagements, and functions with individuals and groups; confirm all meetings and meeting details in advance; ensure continuity across multiple calendars and scheduling platforms. Help ensure the President and Dean is prepared for meetings and other events by gathering materials, data, statistics, etc. Use 1---31 day follow-up system to ensure action is completed on pending items. Coordinate information flow by greeting visitors and triaging calls and other communications to ensure timely and appropriate follow-up. Draft correspondence, memoranda, nominations, and other general communications for approval before final signature or sign-off. Coordinate activities and projects to build and maintain relationships between the Office of the President and Dean and other key constituencies. Develop and maintain an organized and intuitive office filing system and other office systems and protocols. Manage the look, organization, and neatness of the office suite to cultivate a professional and inviting environment. Maintain, process, and track faculty appointment letters, change in status forms, and other faculty personnel files. Prepare reimbursements, reconcile business expenses, and monitor the office budget. Help coordinate Board of Trustees meetings and assist with Board of Trustees projects. Help plan and execute events and meetings hosted by the Dean---s Office. Attend and take minutes at meetings. Manage the President and Dean---s Zoom account, including scheduling Zoom meetings and handling Zoom room logistics when attending a meeting hosted by the Dean (understanding that the current President and Dean is quite capable on Zoom). Coordinate various faculty projects, including maintaining and posting faculty meeting minutes, updating the AALS Directory of Law Teachers and the Law School---s ABA Faculty Group Membership Plan, and scheduling faculty annual review meetings. Maintain the Office of the Dean Outlook account, including delivering important messages from the President and Dean to various constituencies, distributing Outlook calendar invitations for events hosted by the Dean---s Office, and answering or directing messages received to the appropriate individuals. Support the Chief of Staff and Assistant Corporate Secretary, Program and Events Manager, and other staff throughout the law school on projects of importance for the Office of the President & Dean. Manage special projects, as assigned. Collaborate with departments on various matters. Perform other duties as assigned. Minimum Job Requirements Bachelor's degree with at least three years--- office experience Knowledge, Skills, and Abilities Required Ability to work independently and collaboratively in a fast-paced environment while successfully managing numerous tasks and responsibilities. Demonstrated knowledge about standard office practices and procedures, strong computer skills including proficiency in Outlook, Word, Excel, and PowerPoint, professional telephone etiquette, diplomacy, office equipment usage, and correct English grammar, spelling, and proofreading. Knowledge of and hands on experience using Zoom and Zoom Webinar. Exemplary communication skills, both written and oral. Highly developed organizational and people skills. Excellent follow-through and ability to track multiple and often-changing deadlines. Ability to read carefully and critically and to synthesize large amounts of information. High level of confidentiality and discretion regarding law school business, office operations, records, and files. For consideration, send a cover letter and resume to jobs11swlaw.edu. Southwestern Law School prohibits discrimination and harassment on the basis of race (including hairstyle and hair texture), ethnicity, color, religion, creed, ancestry, national origin, sex, gender (including pregnancy, childbirth, breastfeeding, or related medical conditions), sexual orientation, gender identity, gender expression, parental status, marital status, age (40 and over), disability (mental and physical), medical condition, citizenship status, military service, veteran status, genetic information, or any other classification protected by law in matters of admissions, employment, housing, or services, or in the educational programs or activities Southwestern operates.

Keywords: Southwestern Law School, Los Angeles , Dean---s Office Assistant, Southwestern Law School, Administration, Clerical , Los Angeles, California