Vice Dean’s Office Assistant

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, 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.
  • 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 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

  • Bachelor’s Degree with two years’ experience in student, academic, or administrative services.  
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year-for-year basis.
  • Highest ethical and professional standards and proven ability to exercise exemplary judgment.

Knowledge, Skills, and Abilities Required

  • Proficiency in Excel.
  • Basic calculations on small sets of data (e.g., averages, percentages).
  • High level of judgment, discretion, integrity, and confidentiality.
  • Accuracy and meticulous attention to detail.
  • Highly organized; excellent time-management and prioritization skills.
  • Excellent critical thinking and listening skills.
  • Ability to apply creative problem-solving skills to develop solutions within established policies, guidelines, accreditation standards, and applicable law.
  • Strong interpersonal and communication skills and the ability to work effectively and diplomatically with a wide range of constituencies in a diverse community.
  • Ability to communicate orally and in writing with concision, precision, and clarity. 
  • Ability to follow all law school policies, procedures, and guidelines.
  • Ability to manage multiple projects simultaneously and work independently and collaboratively as part of a team. 

Salary: $20.68/hour 

To apply: To be considered for the position, email a cover letter and resume to jobs7@swlaw.edu.

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