| Detailed Description: |
Provides administrative support for the Assistant Dean, Associate Director, and Assistant Director of the Office of Graduate and International Programs (OGIP) and Faculty Directors as necessary. Responsible for supervising (and revising, when necessary) the appropriate functioning of all office processes and systems. First point of contact for all walk-ins, telephone inquiries and e-mail requests for eight LL.M programs, the M.S. in Legal Studies program, the School of Law Summer Study Abroad programs, the School of Law Semester Exchange programs, the U.S. Law and Policy Program, and the certificate programs. Manages LSAC UNITE and Banner databases, processing more than 1000 inquiries and 350 applications annually.
Duties and Responsibilities:
Student Services:
- First point of contact for walk-in, telephone and email inquiries for prospective and current students; answer questions and enter prospect information into LSAC UNITE portal, referring prospective applicants to Assistant Director or Associate Director as needed.
- US Law and Policy Program: First point of contact for scholars, provide support during application process, answer questions, manage spreadsheets, communicate status of applications to scholars and appropriate law school administrators, process deposits and payments, assist with planning and coordination of all US Law and Policy program events, provide general support to Faculty Director and other administrative duties as necessary.
- OGIP Admissions: Ensure all application materials are processed as received; maintain applicant communication in UNITE; receive and process tuition deposits; complete Banner entries for confirmed students; upload matriculated student application materials from UNITE to Banner; maintain spreadsheets and communicate important information to new students.
- Maintain accurate email contact information for current students and communicate OGIP information as needed.
- Provide general information to prospective auditors in consultation with the Associate Director, process requests and accurately maintain information in Banner.
Law Summer Study Abroad:
- Serve as department lead for VIA Travel application software, including application creation, web page creation in VIA, signature documents, data processing, and reporting functionality.
- Serve as a liaison with the International Center for cross-departmental communication and data-sharing to streamline support services for international program participants.
- Serve as the first point of contact for all summer study abroad students and prospects, assisting with general questions or problems and directing them to appropriate administrator/International Center as necessary.
- Coordinate with the International Center as needed to verify applicants’ intent to study abroad.
- Maintain regular contact with all incomplete applicants, keep applicants apprised of their application status and encourage completion of files.
Exchange Programs:
- First point of contact for international partner schools, communicating with each institution and coordinating all application information for outgoing USD students, including application requirements, deadlines, administrative processes, etc.
- Utilize VIA Travel software to create applications and web pages, manage signature documents, process data, and generate reports.
- First point of contact for nominated incoming exchange students, providing application instructions, answering questions, processing applications for review by Associate Director, preparing and communicating decision letters and scheduling advising appointments.
- First point of contact for current semester exchange students, assisting with general questions or problems and directing them to Associate Director as necessary.
- First point of contact for walk-in, telephone and e-mail inquiries for prospective semester exchange students, answer questions about the admissions process, maintain and enter student information into appropriate databases, process applications for review, prepare and communicate decision letters and other information to students.
- Maintain regular contact with all incomplete applicants, keep applicants apprised of their application status and encourage completion of files.
- Maintain program statistics and updated spreadsheets with year-to-date and comparative annual data on all aspects of the exchange programs.
- Ensure that all inquiry requests and application materials are processed daily as received.
- Maintain accurate email contact information for current semester exchange students.
- Maintain and update Blackboard site and StudioAbroad with required outgoing exchange student forms and pre-departure orientation information.
- Assist with planning and preparation of information sessions, pre-departure orientations and other events related to exchange programs.
Certificate Programs and Executive Education (online and on-campus):
- Reserving rooms for certificate-related events, meetings, and classes.
- Managing and updating the program calendar to track important meetings, events, and deadlines.
- Assisting during certificate program events and providing on-site support.
- Updating certificate program webpages using Cascade CMS to ensure content is accurate and up to date.
- Creating and posting marketing materials on social media and other platforms like YouTube to advertise program offerings and events.
- Coordinating with internal departments as necessary to support the successful operation and visibility of the Certificate Programs.
- Providing prospective participants with registration support and maintaining proper records for payments received.
Event Management:
- Assist with the planning and preparation of all OGIP events and information sessions.
- Planning of events includes selection of event dates, creating detailed budget estimates, ensuring that all scheduled expenditures are reasonable, appropriate and reimbursable, processing reimbursement requests and invoices in a timely manner, creating and distributing marketing and program materials (brochures, flyers, signage, etc.), updating online calendars and event sites, preparing catering menus and work orders to ensure proper setup, etc.
Budget Responsibilities:
- Under the supervision of the Assistant Dean, help to manage all departmental operating budgets and provide relevant law school administrators with monthly and ad hoc reports as necessary.
- Process invoices and vendor payment requests for all programs and events managed by OGIP.
- Process and reconcile all advance/reimbursement requests and OneCard transactions for OGIP administrators, faculty directors and on-site administrators.
- Process journal entries and appropriations, as needed, to correct errors, reconcile budgets, and provide accurate budget records.
Administrative Duties:
- Hire, train, schedule and supervise student employees, casual/temporary workers, etc.
- Provide administrative support to OGIP administrators and faculty directors as necessary.
- Provide administrative support to on-campus LLM faculty.
- Assist with maintaining and updating all OGIP webpages by using CASCADE CMS to ensure accurate and reliable information is presented.
Special Conditions of Employment:
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.
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| Job Requirements: |
Minimum Qualifications:
- Associate’s degree required; college degree preferred.
- 2-3 years of general office experience required, preferably with a high degree of client contact.
Preferred Qualifications:
- Experience in higher education strongly preferred.
- Bilingual in Spanish and English preferred.
Performance Expectations - Knowledge, Skills and Abilities:
- Ability to appropriately delegate work to student employees and provide necessary training and supervision to ensure accuracy and on-time completion of tasks.
- Ability to handle confidential student information, exhibit good judgment, and provide excellent customer service in working with current students, faculty, guests, university staff and officials, and law school constituents locally, regionally, nationally and internationally.
- High degree of attention to detail required in disseminating information to current students.
- Demonstrated intermediate to advanced computer skills in MS Office applications, especially in Excel and Word.
- Strong written and verbal communication skills and ability to communicate effectively.
- Ability to prioritize workload effectively and meet deadlines with minimal supervision in a customer service-oriented office with students from around the globe.
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