Special Assistant to the Deans' and Deans' Office Manager, School of Law
Job Summary:
The Special Assistant to the Deans and Deans' Office Manager, University of San Francisco School of Law provides administrative leadership in the Deans' Office, including management of Deans' Office staff and student assistants. The position provides high level administrative and programmatic support for the Dean and the Associate Dean of Academic Affairs ("Deans"), the top two members of the leadership team of the School of Law. The Special Assistant to the Deans and Deans' Office Manager works closely with the Deans to advance their priorities and achieve their goals. The Special Assistant to the Deans and Deans' Office Manager is responsible for representing the Deans' Office in a culturally competent and professional manner to a variety of internal and external constituents. The successful candidate will be discreet, diplomatic, flexible, organized, a self-starter, conscientious, detail oriented, and committed to fostering an equitable and inclusive work environment, demonstrating emotional intelligence and care for all members of the School of Law and USF communities.
Full Job Description:
Assist the Deans with project management, including strategic planning and ensuring timely implementation of tasks. Provide project and event support and other duties as requested to support the operational needs of the Deans' Office and the School of Law.
Manage the accreditation processes for the law school. This includes managing the materials and process for the American Bar Association (ABA) self-study this year and the ABA site visit next year for the Law School's accreditation. Manage the compilation of data for the annual ABA report and U.S. News and World Report survey in coordination with the Associate Dean.
Work with the School of Law Marketing Strategist to assist the Deans with proactive internal and external communications and timely responses to inquiries from students, campus and community stakeholders. Manage and update, and in some cases develop, related web pages, excel spreadsheets, and powerpoint presentations.
Serve as a liaison to faculty and staff for the Deans, ensuring that all members of the School of Law community feel valued, supported and celebrated through affirming and respectful communication and coordination of meetings and events. Ensure the smooth, professional, and efficient running of the Deans' Office in coordination with other members of the Law School community.
Manage or oversee periodic projects related to faculty and faculty committee activity, tasks related to enforcing academic policies and managing faculty research grants, including documentation, record-keeping and processing payments through Workday.
Manage and prioritize the Deans' schedules to ensure the most strategic and efficient use of the Deans' time. Ensure the Deans are briefed and prepared for meetings and events, and provide, as needed, packets, reports, and related presentation materials. Distribute materials in advance of meetings, per applicable faculty rules and regulations. Manage or oversee room reservations and catering, and maintain records.
Manage the front office of the Deans' Suite, ensuring adequate reception coverage and office supplies, and hire, train and manage staff and student assistants. Manage the Deans' Office budget and budgets for key events. Manage or oversee the Deans' physical and electronic filing systems and ensure that records are maintained in an orderly and easily retrievable manner.
Perform or oversee a range of administrative and technical support duties as the primary and confidential administrative support to the Deans, relieving the Deans of a variety of administrative details, including travel arrangements, expense reports, and managing correspondence and filing.
Minimum Requirements
- Understanding and commitment to USF's mission, vision, and values.
- Bachelor degree required. Master's degree preferred. Excellent written and verbal communication and web-based research skills required.
- A minimum of 5 years of supporting senior level executives or academic administrators.
- Demonstrated ability to juggle multiple responsibilities and competing priorities in a fast-paced environment while remaining calm and professional.
- Excellent organizational, planning, time management and analytical skills.
- Highly attentive to detail and accuracy.
- Demonstrated ability to work independently and resolve problems, seeing projects through to their completion.
- Strong mathematical, statistical, computational, analytical and management skills preferred. Experience with report preparation and presentation, including those using charts and graphs, and experience tracking data via relational databases and spreadsheets preferred.
- Proven ability to be discreet when dealing with sensitive and confidential information.
- Must be customer service and team-oriented with the ability to establish effective working relationships with staff, faculty, department administrators, and the public.
- Experience with or the ability to work with a diverse student body, faculty and staff. Strong equity lens, cultural humility and proven ability to work well in a diverse context.
- Excellent computer skills including Microsoft Office Suite (Word, Excel, PowerPoint), Google Suite and task management and task sharing tools. Experience managing virtual meetings.
- Exhibits a growth mindset and continually enhances their skill set through ongoing professional development.
- Ability and willingness to occasionally lift and carry up to 40 lbs.
Full-Time/Part-Time:
Full time
Pay Rate:
Salary