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Coordinator, Law School Graduate Programs

Apply now Posting #: 4927
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, School of Law

Position Title & Department:

 Coordinator, Law School Graduate Programs; School of Law
Posting #

4927

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 Contemporary 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 administrative support for the Sr. Director, 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 five LL.M programs, the M.S. in Legal Studies program, the Diploma in Taxation program, the School of Law Summer Study Abroad programs, the School of Law Semester Exchange programs and the U.S. Law and Policy Program. Primary point of contact for Summer Study Abroad applicants, Semester Exchange applicants and U.S. Law and Policy program applicants. Manages ACES2 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 ACES2, referring prospective applicants to Assistant Director or 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 ACES2; receive and process tuition deposits; complete Banner entries for confirmed students; upload matriculated student application materials from ACES2 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 Director, process requests and accurately maintain information in Banner.

Law Summer Study Abroad:

  • Serve as department lead for StudioAbroad application software, including application creation, signature documents, data processing, and reporting functionality.
  • Serve as first point of contact for current summer study abroad students, assisting with general questions or problems and directing them to appropriate administrator as necessary.
  • Primary contact for all prospective summer study abroad students, answering questions about program locations and the admissions process, entering information into StudioAbroad or other databases as appropriate.
  • Maintain regular contact with all incomplete applicants, keeping applicants apprised of their application status and encouraging completion of files.
  • Ensure that all inquiry requests, application materials, prospect and applicant data are processed daily as received.
  • Prepare completed applications and present to Admissions Committee for review, prepare decision letters and communicate decisions along with additional program information to applicants, receive and process deposits.
  • Maintain program statistics, providing senior leadership with weekly statistical reports on year to date and comparative annual data (applications/acceptances/deposits, forecasted revenue, etc).
  • Maintain accurate spreadsheets including applicant email/biographical information, enrollment of courses, scholarship awards, etc. Provide information to Financial Aid and Registrar’s Office as required. Send program information emails to prospects and applicants as necessary.
  • Plan and coordinate information sessions, pre-departure orientations and other events related to the summer study abroad programs in collaboration with faculty director.
  • Coordinate with faculty director to prepare summer program schedules and calendars including course and exam dates/times, faculty and other items as necessary.
  • Assist Scholarship Committee with determining awards by providing detailed analysis of funds available and other relevant information.
  • Assist with On-Site Administrator contracts and train new personnel as needed.
  • Confirm and coordinate SSA program venue rentals with international partner institutions.
  • Provide updated handbook and other relevant administrative information to On-Site Administrators and faculty; ensure that On-Site Administrators and faculty complete necessary expense and budget processes, etc.
  • Assist On-Site Administrators with all administrative aspects of program including confirming exam types, sending bluebooks and other materials, coordinating with Registrar to send grade sheets, sample cover page and exam policies to faculty, student exam numbers, etc.
  • Compile final reports related to budget, program and course questionnaires, scholarship essays, etc. for presentation to appropriate administrators and faculty.

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.
  • 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, keeping applicants apprised of their application status and encouraging 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.

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 Sr. Director, helps 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.
  • Assist with maintaining and updating all OGIP webpages to ensure accurate and reliable information is presented.

Special Conditions of Employment:

Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations.  For more regarding information USD's COVID-19 protocols, please visit 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:

  • Associate’s degree required.
  • 2-3 years of general office experience required, preferably with high degree of client contact.

Preferred Qualifications:

  • Bachelor's degree preferred.
  • Experience in higher education strongly 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.
Posting Salary:

$25.00 - $26.19 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

The salary range provided in this posting reflects what we reasonably expect to pay for this position.  Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Special Application Instructions:

Resume and Cover Letter Required

Click the 'Apply Now' button 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 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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Notice of Availability: In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report is available at www.sandiego.edu/safety/documents/annualreport.pdf. This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response stands and protocols; and crime and fire statistics for the three previous calendar years. To request a paper copy, please contact the Clery Act Compliance Manager via email at clery@sandiego.edu, by calling (619) 260-4768, or in-person in the Hughes Administration Center, room 150.