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Faculty Assistant (Executive Assistant 1); Law School Administration

Apply now Posting #: 2470
Position Status: Full-time regular
Location: San Diego
Position Type: School of Law, Staff

Position Title & Department:

 Faculty Support (Executive Assistant 1); Law School Administration
Posting #


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:

The Faculty Support (Executive Assistant I) provides general and academic support to the Law School Faculty.

Duties & Responsibilities:

Faculty Support:

  • Perform research as requested, including frequent electronic research utilizing Westlaw, Lexis-Nexis (legal databases) to download cases and the Internet to find addresses, phone numbers, articles, and government website.
  • Tabulate scores and grades for midterm and final examinations using LG 2.0 program; bubble Scantron grading keys used to score exams and final grade sheets used by Records to give course grades.
  • Post course documents and assignments to TWEN and/or Blackboard site
  • Assist in maintaining and utilizing TWEN and Blackboard sites
  • Exams and teaching tools: type quizzes, midterms, final exams and sample answers.
  • Prepare class syllabus, attendance lists and seating charts
  • Process expense reports, petty cash and check requests • Perform word processing of manuscripts, articles and books
  • File management and maintenance
  • Help faculty make travel arrangements
  • Monitor individual faculty budget accounts
  • Order textbooks and books for research from the bookstore and publishers.
  • Coordinate print-shop requisitions for copies of class materials and other documents, including conference reading materials.
  • Type and proofread documents as needed
  • Scan and photocopy documents as needed
  • Order supplies through online vendor
  • Screen and answer phone calls, and schedule meetings/appointments
  • Perform library and mail runs
  • Shred outdated examinations and confidential information 

Administrative Support:

  • Handle daily mail room functions including sorting, distribution, and routing of incoming mails
  • Update nameplates for faculty, staff and administrators’ mail boxes
  • Keep daily log of courier mails for tracking and delivery purposes
  • Distribute of UPS/Fed Ex/Airborne and other packages
  • Monitor and replenish paper supply for copier, scanner, and fax machines in mail room
  • Update the Law School’s directory
  • Provide office coverage for other faculty support staff when necessary
  • And other tasks that may be assigned by the Lead Executive Assistant.

Legal Writing and Research Support:

  • Annual Oral Arguments:
    • Maintain accurate data and manage database of over 300 judges for first-year oral arguments.
    • Obtain over 130 local judges to participate in over 30 on-campus and 10 off-campus oral argument sessions
    • Event Planning: establish and communicate travel arrangements for participants; provide meeting rooms, parking arrangements, and catering for sessions. Oversee check-in of judges and participants
    • Distribute case material to participants
    • Create and manage the distribution of various invitation emails using Blue Hornet
  • Design, manage, and update websites for Lawyering Skills I faculty
  • Assist with the administrative training and supervision of Lawyering Skills I Specialists (TA’s)
  • Assist in maintaining the Legal Writing and Research website using Cascade Server
  • Coordinate yearly student visit to the Court of Appeals with students, faculty, and the court
  • Coordinate the submission and return of student assignments through in-person and electronic means
  • First-year Practicum Course:
    • Help coordinate the logistics for break-outs or smaller class sessions
    • Assist with grade tracking, recording, & score translating o Assist with hiring and communication with teaching assistants (TA’s)
    • Assist with communications to adjuncts and students o Manage classroom reservations for 8 weeks of instruction and summer adjunct training
  • And perform other tasks requested by faculty 
Job Requirements:

Minimum Qualifications: 

  • High School Diploma or GED (General Education Diploma)
  • Two-year experience in a business office setting

Preferred Qualifications:

  • A.A. preferred.
  • Experience in a law- related or educational environment is a plus.

Performance Expectations - Knowledge Skills and Abilities: 

  • Ability to type a minimum of 60 WPM with accuracy; excellent word processing and proofreading skills.
  • Ability to compose letters and memoranda in English; proficient use of vocabulary, spelling, and grammar.
  • Demonstrated skill in the use of PC systems to complete tasks, including word processing and spreadsheets. Ability to use the internet for research and information retrieval.
  • Demonstrated organizational skills, ability to prioritize job functions to meet multiple deadlines and changing priorities to ensure smooth workflow. Skill to organize large volumes of material.
  • Demonstrated knowledge, understanding, and ability to coordinate work within policies and procedures as they relate to a variety of administrative functions.
  • Ability to maintain confidentiality and use discretion in handling sensitive matters.
  • Excellent interpersonal skills, and the ability to work with a diverse group of people while communicating clearly and effectively in grammatically correct English on the telephone, through e-mail, and in person, while demonstrating tact and diplomacy.
  • Ability to perform multi-tasks maintaining a calm, positive, and professional manner

Tools & Equipment Used:

Duties require knowledge of computers, printers, photocopiers, scanners, shredders, fax machines, 10-key calculator, Dictaphone, and typewriters. In addition, strong technical skills are required involving software programs: WordPerfect, Microsoft Office (Word, Excel, Outlook, and PowerPoint), in addition to familiarity with, or ability to learn, other software programs such as Oracle, Lexis Westlaw, Law Grade, Express O. etc.

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:

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; Monday - Friday, 8:30 a.m. - 5:00 p.m.

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.