Coordinator of Law Academic Affairs

The Coordinator of Academic Affairs provides administrative support and coordinates academic operations for St. Mary's University School of Law's Office of Academic Affairs. This position assists in managing course scheduling, student records, exam process administration, and event coordination while providing essential administrative support. The Coordinator helps maintain an environment of academic and professional excellence aligned with St. Mary's Catholic and Marianist traditions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides comprehensive administrative support in daily activities for the school, Associate Deans and Dean's Office staff, assigned faculty members, and select faculty committees. Manages/tracks invoice payments, purchasing of office supplies, conference/ travel arrangements and expense reimbursements; answers telephones, manages mail, makes copies, files, maintains general office supply inventory, and submits facilities service requests.
• Maintains the School of Law master event calendar and assists with event planning and logistics; Maintains email distribution lists and shared calendars;
• Creates, composes and edits documents, presentation and reports. Creates and maintains databases. Maintains filing records as per College's policy and operational functions for faculty files, events, accreditation, programs, and/or course schedules. Assembles and disseminates information as requested for internal and external individuals or organizations.
• Plans, arranges and secures resources and logistical details of events (including Red Mass, Graduation, and other special events) or meetings by securing room(s), virtual resources and managing digital requirements. Provides support for set-up/execution, distribution of materials, catering and any other related planning details while ensuring all plans are executed appropriately.
• Assists in drafting and coordinating course schedules each term including the coordination of course offerings, maintaining information on faculty teaching loads, faculty instructional units, faculty releases, and reports.
• Collects, assembles and maintains files of all syllabi, faculty credentials and all other semester documents. Types and edits documents including syllabi, class assignments, reports, and correspondence
• Supports the development and execution of course evaluations
• Assists with collecting and maintaining faculty teaching loads and instructional units and serves as the lead support for Watermark implementation issues
• Coordinates exam administration processes and procedures by preparing and distributing testing materials, reserving and setting up exam rooms, and scheduling/facilitating exam reviews. Ensures all exam-related logistics adhere to departmental guidelines and timelines, maintains accurate records of testing materials, and collaborates with faculty and staff to address any exam-related needs or concerns.
• Develops working knowledge of the Banner student system for basic reporting and data management support to University, accreditor and other appropriate stakeholders
• Provides support to department faculty and students to manage time-sensitive projects and to ensure priorities are handled with a high degree of professionalism and confidentiality. Serves a back up for administrative assistants.
• Performs other duties as assigned

QUALIFICATIONS:

• Associate's Degree from an accredited college or university, preferred or an equivalent combination of education and work related experience may be considered; Bachelor's degree preferred.
• Minimum 2 years of demonstrated administrative support experience. Preferred experience in Higher Education environment.
• Must clear and maintain a favorable background investigation and clearance
• Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basis
• Must have the ability to demonstrate intermediate knowledge of MS Office (Word, Teams, Power Point, Outlook [email and calendar]); Experience with virtual meeting platforms such as zoom.
• Experience with ARGOS report software, Banner, or similar programs, and programs is preferred
• Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines.
• Must have excellent verbal and written communication skills; strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; ability to work effectively with communities across the university.
• May be required to work more than 40 hours during the workweek.
• Ability to successfully manage up (coordinate and structure activities related to the Dean) and manage down (oversee student staff and delegate tasks) while maintaining a positive and confident attitude.

PHYSICAL DEMANDS:

• Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
• While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.
• Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
• Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
• Constantly operates a computer and other office productivity machinery.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer.