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Supervisor, Law School Faculty Support

Apply now Posting #: 4404
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, School of Law

Position Title & Department:

 Supervisor, Law School Faculty Support; 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:

This recruitment is “Department Only”. Only non-temporary regular benefit-based employees currently working for this department are eligible to apply and be considered for this position.

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 five full-time Faculty 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 Vice Dean to meet peak workloads and schedule-driven assignments. The Supervisor hires, trains, and supervises all full-time and temporary 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 Faculty 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.

Duties and Responsibilities:

Faculty Assistant Supervision

  • Supervise Faculty Assistants throughout law school.
  • Hire, train, and evaluate Faculty Assistants including full-time and casual workers.
  • Work directly with Vice Dean to assign faculty assistants to faculty as needed.
  • Act as the communications liaison between adjunct faculty, Faculty Assistants, and Vice 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.
  • Coordinate adjunct faculty on-boarding process.

Faculty 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.
  • 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.
  • Advises faculty and coordinates faculty assistants regarding budgets, law school protocol and university reimbursement.
  • Is knowledgeable regarding Workday 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.
  • Schedules meetings, arranges appointments.

General administrative support

  • Assists Vice Dean with preparation and tracking of all class syllabi for reporting purposes.
  • 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.

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 institution required.
  • Minimum of five years general office experience required.
  • 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.
  • 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.

Preferred Qualifications:

  • Bachelor’s degree preferred.
  • Faculty support experience preferred.
  • Familiarity with database management standards and applications preferred.
  • Familiarity with course management applications TWEN and Blackboard preferred.
Posting Salary:

Commensurate with experience; 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 Required
Click 'Apply Now' to complete our online application and, for full consideration, please upload a 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: November 8, 2022

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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