What are the responsibilities and job description for the Vice Dean’s Office Assistant position at Southwestern Law School?
The Vice Deans’ Office Assistant of Southwestern Law School provides a range of complex services to support the Vice Deans and the faculty. The Vice Deans’ Office Assistant supports all faculty- and academic-related programs, policies, and procedures, reporting to the Vice Deans, working closely with the Academic Administration Office, and interacting regularly with multiple departments. The Vice Deans’ Office Assistant performs a variety of demanding tasks, handles sensitive and confidential information, and works independently, often with minimal supervision. The position requires strong leadership qualities, meticulous attention to detail, critical thinking, collaboration, and excellent organizational skills, as well as the ability to communicate with a diverse community while maintaining the high standards and integrity of the institution.
This full-time and non-exempt position reports to the Vice Deans. This position is an in-person position with some remote work available.
Primary Responsibilities
- Oversees and administers activities related to day-to-day operations of the Vice Deans’ Office.
- Assists the Vice Deans with a range of administrative issues.
- Ensures data confidentiality and appropriate document tracking and retention.
- Works on grades processing and submission, including preparation of grades spreadsheets for faculty. These tasks require extensive interactions with faculty, the Registrar’s Office, the Student Service’s Office, and others.
- Coordinates the process for posting and hiring of adjunct faculty positions.
- Calculates the adjunct hours and prepares the adjunct hour spreadsheet.
- Assists with the on boarding of new faculty hires including with contracts management, new hire documentation, and records completion.
- Prepares and coordinates faculty orientation materials and presentation.
- Assists the Academic Administration department with course schedules and classroom assignments.
- Manages the Vice Deans’ calendar, schedules meetings and events.
- Arranges catering and refreshments for faculty meetings and presentations, etc.
- Reconciles purchase card expenses, processes invoices, reimbursements and other payables.
- Assists with the maintenance of adjunct and faculty manuals and respective portal pages.
- Assists with faculty committee meeting arrangements.
- Manages room reservations for academic classes, TA office hours, review sessions, and faculty meetings on EMS database.
- Collaborates with Academic Administration to review, edit, and upload syllabi before the start of each term.
- Manages the 1L calendars.
- Assists the LAWS faculty with make-up classes, collection of assignments, scheduling LAWS rounds, etc.
- Works with the Academic Administration, Registrar and Student Services Offices to schedule midterms.
- Assists with adjunct evaluations by coordinating faculty visits, updating tracking chart, and retention of evaluations.
- Periodically updates the Vice Deans’ Office’s manual of procedures.
- Performs other related duties as assigned or requested.
Minimum Job Requirements
Knowledge, Skills, and Abilities Required
Pay : $50,000 - $55,000 / Yr.
To Apply : For consideration, please submit a cover letter and resume jobs8@swlaw.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. Please direct all inquiries regarding Southwestern’s nondiscrimination policies to :
General Counsel
3050 Wilshire Boulevard
Los Angeles, CA 90010
213) 738–6626
Salary : $50,000 - $55,000
