Executive Assistant

Reporting to the Vice Dean of Academic Affairs (Vice Dean) and the Dean of Students, the Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Vice Dean and Dean of Students. The Executive Assistant assists, advises, and represents the Vice Dean and Dean of Students and provides support for the day-to-day operations of both offices.  This position is Temp-to-hire.

Description (includes but not limited to):

• Executive Support
  1. Manage the day-to-day activities of the Office of the Vice Dean and Dean of Students, including managing appointments, calendars, phone calls, email, and mail.
  2. Provide gatekeeper role to the Vice Dean and Dean of Students.  Triage student requests, answer student questions, and direct their concerns appropriately.
  3. Work closely with the Vice Dean and Dean of Students to keep them informed of upcoming commitments and keep them apprised of any student related concerns.
  4. Prepare budget variance reports for the Vice Dean and Dean of Student Offices. 
  5. Maintain and organize filing systems including confidential student, personnel, faculty meeting, ABA, WSCUC, and AALS files along with archived records.    
  6. Assist in the preparation of the annual operating budgets and approve faculty reimbursements.  
  7. Manage submission of expense reimbursements, check requests, and corporate credit card support documentation to the Business Office. 
  8. Track faculty travel and conference funding and provide reports upon request. 
  9. Manage faculty membership for the ABA- keep membership up to date.
  10. Coordinate the Faculty Point of Contact and Summer Assessment Opportunity programming.
  11. Prepare faculty adjunct contract spreadsheet and Honors Instructor information each trimester and submit to the appropriate departments for further processing.  
  12. Assist with preparing for grade release each term including determining due dates and sending out grade information to faculty. 
  13. Survey faculty for standing committee assignments and maintain record of standing and ad hoc committee membership. 
• Student & Academic Affairs Support
  1. Assist with orientation programming and events.
  2. Assist the Professional Responsibility Committee as assigned.
  3. Maintain Vice Dean, Academic Affairs, and Dean of Students sections of the website and update information when necessary.
  4. Coordinate awarding of upper division academic merit and diversity scholarship awards. 
  5. Prepare MCLE Letters after grade release. 
  6. Process student petitions and other student requests. 
  7. Manage the course evaluation process each trimester. 
  8. Responsible for Special Projects as assigned (i.e., ABA Annual Questionnaire, research assignments, archiving information, WSCUC reporting and visits, etc.) 

Qualifications:

• Bachelor’s degree is required.
• At least five (5) years of progressively responsible experience in a high pace, deadline driven administrative support position.
• At least two (2) years of supervisory experience preferred.
• Experience working in higher education, law school, or law-related field strongly preferred.
• An equivalent combination of education and experience may be substituted. 
• Strong commitment to customer service is essential with the ability to manage high stress situations.
• Demonstrated ability and interest in working with a diverse community.
• Commitment to working collaboratively and creatively.
• Proficient at managing multiple priorities and simultaneous demands while maintaining confidentiality of sensitive information.
• Must be well-versed in Microsoft 365 including Teams and other emerging technologies. 
• Experience with data gathering and data analysis preferred.

Skills:

• Experience in Microsoft Office Suite, including MS Word, Excel, Outlook, Teams, and PowerPoint.
• Proficient in technology including ability to create online forms and surveys.
• Skilled in editing and proofreading documents.
• Familiarity with website management, electronic communication and database systems, data analysis and interpretation required.
• Knowledge of Canvas or other Learning Management Systems is preferred.
• Aptitude for learning new technology.

Compensation: $36.06 - $38.47 per hour

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the law school reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the law school anticipates paying for this position, based on internal equity and budget.

How to Apply:

Please note, this position is temp-to-hire through a temporary staffing agency.  If selected for the job, this position will be employed through a temporary staffing agency.  For more information and to apply, please contact:

Andrea Ritz-Bauer, Director and Executive Recruiter

TruCapital Partners

Direct: 858-412-4253 

aritz@trucapitalpartners.com

About us:

Established in 1924, CWSL is an ABA accredited and AALS member, non-profit law school located in downtown San Diego, California.   CWSL has the distinction of being San Diego’s oldest law school.  CWSL is the recipient of numerous community service awards, including the State Bar of California President’s Pro Bono Service Award, and the federal government’s President’s Higher Education Community Service Honor Roll.  The law school is also home to numerous outstanding programs, including the California Innocence Project, Community Law Project, and New Media Rights Program.  The faculty are dedicated to teaching, research, and service to the community.  Detailed information is available at https://www.cwsl.edu/

California Western School of Law is committed to using the law to prevent and solve human and societal problems.  In conjunction with our mission - to train ethical, competent, and compassionate lawyers, representative of our diverse society and equipped to use the law effectively and creatively on behalf of all members of society - we value a rich diversity among our students, alumni, faculty, and staff, as well as in the larger communities of which we are a part.

The law school is an Equal Opportunity Employer dedicated to excellence through diversity.  The law school provides reasonable accommodations to qualified applicants with disabilities upon request.