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Academic Affairs Specialist

Apply now Posting #: 4211
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, School of Law

Position Title & Department:

 Academic Affairs Specialist; School of Law
Posting #


Department Description:

USD School of Law is one of the 84 law schools elected to the Order of the Coif, a national honor society for law school graduates. The law school's faculty is a strong group of outstanding scholars and teachers with national and international reputations and currently ranks in the top 20% (36th out of 204) among U.S. law schools in scholarly impact according to a 2018 study. The school is accredited by the American Bar Association and is a member of the Association of American Law Schools. Founded in 1954, the law school is part of the University of San Diego, a private, independent, Roman Catholic university chartered in 1949.

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:

Provides fiscal and administrative support for all aspects of the law school curriculum, including planning course assignments and schedules with direct support from the Vice Dean. Supervises the administrative needs of all 100+ adjunct and non-tenure track faculty. Manages all processing for new employment and rehires for all faculty each year, including Workday, I-9, background checks, etc.; approves timecards for adjunct faculty administrative tasks. Works in close partnership with the School of Law Vice Dean to plan academic schedules, adhering to budget models. Assumes the responsibility as the Law School’s academic scheduler. Monitors the budget expenditures for adjunct professors in the School of Law. Confers with the Vice Dean and Assistant Dean of Finance and Administration on salary information for adjuncts, visiting faculty, Professor in Residence, Professors of Practice, and all contracts relating to academics for non-tenured faculty. Provides assistance and coordination of logistical requirements for all visiting and adjunct faculty. Responsible for proactively identifying academic issues, designing solutions, and handling confidential personnel, administrative and financial matters. Independently responds to requests for assistance, tracks unresolved student and faculty academic issues to ensure timely response and resolution. Maintains highly confidential files. Responsible for independent problem solving and performing duties in a professional level of customer service, courtesy, and confidentiality. 

Duties and Responsibilities:

Fiscal and Administrative Support for the Law School’s Academic Programs.
  • Prepares, tracks and coordinates over 125 contracts for adjunct faculty, visiting faculty, and professors of practice. Creates and maintains a contract/budget worksheet for the Assistant Dean, Finance and Administration.
  • Creates, manages, and maintains the Law School’s academic schedule through the Banner web system and EMS room scheduling software.
  • Processes and maintains the Law School’s course descriptions and faculty biographical information for the website.
  • Creates and reviews contracts for all adjunct and non-tenured, multi-year faculty.
  • Assists the Vice Dean in assuring the School of Law meets ABA standards, including required class minutes. Reviews ABA Annual Questionnaire Faculty, and Academic sections.
  • Works to resolve scheduling conflicts of bar content and related courses.
  • Facilitates the petitions committee process for students to petition for readmission after an academic disqualification.
  • Responsible for assigning classrooms and other academic events through the EMS system.
  • Acts as a source of information for faculty, staff, students, and external constituents.
  • Monitors student evaluations of faculty and their courses. Responsible for flagging problem areas and serious complaints from students for follow up by the Vice Dean.
  • Responsible for the new hire processing of faculty including tenure track faculty, adjunct faculty, visiting faculty, professors in practice and lecturer II’s in the Workday system to include background checks, I-9 sign off, on boarding and managing activity pay.
  • Processes all salary changes in Workday for cancellations or adjustments of contracts for non-tenured track faculty.
  • Creates purchase orders and receipts for invoices received related to the law school instructional programs.
Visiting Faculty, Professors in Residence, Professors of Practice and Adjunct Faculty
Coordination and On-Boarding
  • Prepares highly confidential employment contracts.
  • Coordinates academic indoctrination of visiting and adjunct faculty.
  • Coordinates logistical requirements for visiting and adjunct faculty, such as office assignments, telephone and e-mail account set-up and HR employment documentation.
  • Drafts intra-university contracts for visiting faculty and coordinates with budget administrators of their home university for payment arrangements.
Prepares Detailed and Complex Reports for Law Leadership
  • Prepares faculty teaching load reports for the Vice Dean and Dean.
  • Maintains contract/budget worksheet for the Vice Dean and the Assistant Dean, Finance and Administration for all non-tenured/tenured track faculty.
  • Prepares budget accountability report on visitor and adjunct faculty salary/funding.
  • Maintains teaching credit bank data on all tenured/tenured track faculty.
  • Creates memos and agreements for tenured faculty requesting course relief time or an adjustment to their normal teaching responsibilities.

Coordinates Projects and Activities for Dean’s Office

  • Updates the Faculty Handbook. 
  • Monitors the Law Academic Rules for updates. 
  • Maintains records of faculty meetings including detailed minutes. 
  • Monitors accuracy of the law school class schedule, course descriptions and faculty biographical information on the law school website.

Other Duties as Needed

  • Serves as back-up Law School Event Scheduler.
  • Maintains Dean’s Office and academic affairs files – both electronic and paper. 
  • Supervises student workers and casual workers as needed. 
  • Other duties as assigned.

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.sandiego.edu/onward/ 

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. 


Job Requirements:

 Minimum Qualifications:

  • Associates degree from accredited college required. 
  • Minimum of five years’ experience. 
  • Demonstrated ability to interact effectively with various shareholders (i.e., faculty, administrators, staff, students, and community members) using tact, diplomacy, and flexibility.
  • Absolute reliability in matters of confidentiality.
  • Demonstrated supervisory skills, ability to delegate tasks, monitor work progress, and evaluate performance. 
  • Strong demonstrated organizational skills to work independently, prioritize job functions to meet deadlines, ensure smooth workflow, and handle multiple tasks simultaneously. 
  • Ability to work under pressure and with frequent interruptions. 
  • Demonstrated skills to effectively analyze, problem-solve, recommend solutions, and implement action.
  • Ability to establish new procedures for faculty and department operations. 
  • Demonstrated accuracy and orderly work habits and capacity for detail. 
  • Strong customer service skills. 
  • Excellent computer skills, including software applications, such as Workday, Microsoft Word, Excel, Cognos, Lexis-Nexis, Banner, EMS and with ability to learn new computer applications.
  • Strong demonstrated interpersonal, oral, and written communication skills with diverse groups and situations.
  • Proficient in the use of standard office machines.

Preferred Qualifications:

  • BA/BS from accredited college preferred.
  • Prior legal administrative support experience preferred.
  • Experience in a fast-paced academic environment preferred.
Posting Salary:

$28.11 per hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, 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:
Resume and Cover Letter Required

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: 37.5 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 Daylight Time
Applications close:

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In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Clery Act, the University of San Diego publishes a combined Annual Security and Fire Safety Report for review. This report includes institutional policies concerning: campus security; procedures for reporting crime, fire, and other emergencies; emergency response and evacuation procedures; sexual misconduct and relationship violence reporting and response standards and protocols; alcohol and drug policies; and statistics for the previous three years concerning reported crimes that occurred within the institutions Clery reportable geography. Individuals may request a print copy of the report at the University of San Diego Department of Public Safety, located in the Hughes Administration Center, Room 150.