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Supervisor, Faculty Support (Executive Assistant 2), Law School

Apply now Job Number: 579
Position Status: Full-time regular
Location: San Diego
Position Type: School of Law, Staff

Position Title & Department:

Supervisor, Faculty Support (Executive Assistant 2), Law School
Posting #

579

University Description:

The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

General Purpose

The law school Faculty Support Supervisor is responsible for providing administrative support to law school faculty through a team of resources. The Supervisor is responsible for managing the assignments and workflow of the Assistants who directly support law school permanent and visiting faculty and adjuncts. The Supervisor works directly with the Assistant Dean of Finance & Administration and the Associate Dean (Academics) to meet peak workloads and schedule-driven assignments including the on-boarding of all new faculty members. The Supervisor hires, trains, and supervises all full-time faculty assistants. The Supervisor is responsible for distributing workload, reviewing individual output and obtaining faculty feedback to evaluate performance and develop training plans to improve assistant skill sets. The Supervisor is expected to lead by example by providing the highest level of service and quality output to faculty, staff, and students and is responsible for the appropriate functioning of faculty support processes, procedures, and protocols. This position reports to the Assistant Dean of Finance & Administration, but is required to work directly with all law school personnel in achieving the goals of the law school. Direct supervision of regular, full-time employees (faculty assistants (EAs)) including vacation approvals, timecards, goal-setting, performance appraisals, and corrective actions. Assist with supervision of work study students

Job Duties

  • Faculty Assistant Supervisor
    • Supervise faculty assistants throughout law school.
    • Hire, train, and evaluate faculty assistants including full-time and casual workers.
    • Work directly with Associate Dean to assign faculty assistants to faculty as needed.
    • Act as the communications liaison between adjunct faculty, faculty assistants, and Assistant Dean.
    • Coordinate delegation and supervise any of these responsibilities to faculty assistants, as needed.
    • Develop procedural processes, implement training for all faculty assistant positions and develop a strategic plan for on-site and off-site trainings.
    • Trains and oversees use of Law Grade (or similar program) by all faculty assistants.
    • Develop and coordinate adjunct faculty on-boarding process.
  • Classroom Support
    • Acts as a liaison between faculty, students, staff and administrators.
    • Prepares class materials (syllabi, handouts, seating charts, participation and attendance logs, etc.).
    • Assist faculty with management of TWEN and Blackboard systems.
    • Oversees and coordinates book order process.
    • Word processing/preparation of midterm and final exams and sample answers.
    • Grades objective examinations (multiple choice) as needed.
    • Inputs midterm and final exam scores on computer, uses Law Grade program.
    • Oversees law students’ review of mid-terms and final examinations.
  • Research and publication support
    • Composes memoranda, letters, conference materials, etc.
    • Prepares manuscript articles or books for publication.
    • Proofreads legal documents, journal articles, and other out-going correspondence.
    • Retrieves and returns library books desired by faculty.
  • Makes arrangements for faculty travel including special visitors and/or student groups
    • Compares prices and options for airfare, purchases with corporate expense card. 
    • Arranges for lodging and ground transportation.
    • Registers faculty for conferences and events.
    • Assists faculty with conference and event planning as needed
  • Assists faculty with budget management 
    • Advises faculty and coordinates faculty assistants regarding budgets, law school protocol and university reimbursement. 
    • Is knowledgeable regarding Oracle systems, POETS codes, and university forms and procedures.
    • Creates/prepares expense reports for professional trips.
    • Submits petty cash vouchers and/or check requests for reimbursement.
    • Tracks faculty spending from faculty accounts
    • Keeps records of all receipts, spending and submitted reports, expenses and requests as needed.
  • General administrative support 
    • Assists Associate Dean with preparation and tracking of all class syllabi for reporting purposes.
    • Composes memoranda, letters, conference materials, etc.
    • Schedules meetings, arranges appointments.
    • Orders office supplies in a timely and cost-effective manner.
    • Supervises the sorting and distribution of mail in Law School mailroom, and the forwarding of mail to USD professors visiting at other schools.
    • Answers multiple telephone lines, takes messages, gives information, directions, and instructions.
    • Miscellaneous filing and record-keeping.
Job Requirements:

Minimum Qualifications

  • High school degree required. Bachelor’s degree preferred.
  • Minimum of five years general office experience required. Faculty support experience preferred.
  • One to three years supervisory experience required.
  • Strong computer skills for spreadsheet reporting, database maintenance, web content management, and maintenance
    • Minimum of intermediate-to-high achievement with Word, Excel, and Gmail required.

Performance Expectations: Knowledge, Skills and Abilities:

  • Strong computer skills for spreadsheet reporting, database maintenance, web content management, and maintenance
    • Familiarity with course management applications TWEN and Blackboard preferred.
    • Familiarity with database management standards and applications preferred.
  • Ability to independently prioritize workload effectively to meet deadlines.
  • Extremely high degree of accuracy and attention to detail. 
  • Demonstrated problem solving and analytical skills with the ability to proactively communicate potential problems or new solutions for all aspects of office operations.
  • Strong written and verbal skills.
  • Ability to handle confidential information, maintain strict confidentiality, and exhibit good judgment in dealing with administrators, faculty, students, staff, and external constituents. 
  • Ability and desire to work in a multi-faceted, fast paced office environment with a high degree of professionalism.
  • Schedule must be flexible; night and weekend work will be required occasionally.

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. 

Posting Salary:

Commensurate with experience; Excellent Benefits. 

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

Special Application Instructions:

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review.  If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu

Additional Details:

Hours: 40 Hours Per Week

Closing date: Open Until Filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: Pacific Standard Time
Applications close:

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