Dean---s Office Assistant, Southwestern Law School
Company: Southwestern Law School
Location: Los Angeles
Posted on: May 16, 2022
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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
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