Office coordinator

Position Summary

The School of Law (SOL) Office Coordinator is responsible for providing high-level administrative support and coordination in support of the Dean and the School of Law.

This position requires a commitment to providing high levels of service, effective communication skills, the ability to exercise good judgment in a variety of situations and exceptional organizational skills.

The Coordinator performs a variety of administrative activities requiring advanced / specialized knowledge and skills. The work requires in-depth knowledge of program policies, procedures and information systems to communicate and process information.

The Coordinator must maintain the confidentiality of all employee and student records.

Essential Functions :

• Provide and / or oversee administrative support to the Dean’s and associated staff. This support includes managing calendars, scheduling appointments and meetings, answering phones, assisting visitors, reviewing and controlling incoming / outgoing correspondence and operational commitments and deadlines.
• Compose correspondence and respond promptly to specific requests for information or assistance and perform the necessary research to ensure the provision of accurate and comprehensive responses.
• As a central point of contact, facilitate communication between the Deans’ office, students, SOL departments, staff, departments on campus, and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.

Apply understanding of policies, procedures and protocols when responding to requests.

• Serve as a liaison representing the SOL with the office of the Vice President for Academic Affairs, other university offices, and external organizations.
• Make travel arrangements as required or requested and prepare travel expense reports.
• Prepare compensation data, research stipends and other supplemental contracts for regular and adjunct faculty. Maintain SOL faculty and adjunct faculty employment files.
• Complete financial tasks, per University policies, regulations and procedures including but not limited to :
• Complete appropriate forms to initiate purchases, payments, and reimbursements for travel expenses, equipment, and / or services provided to the SOL;
• Monitor all expenses to the SOL travel card and process the travel and procurement account credit card statements for payment;

Compile data to create reports that provide information for budget analysis and planning and to assist with budget preparation; and

Coordinate purchase and inventory of office supplies for the SOL.

• Assist with recruitment and hiring of faculty and staff.
• Central point of contact for AALS faculty recruitment conference. Make all travel and meeting arrangements for committee members;
• Coordinate travel arrangements with Human Resources for faculty and staff recruitment candidates;
• Prepare interview schedules and reserve rooms for candidate visits to the SOL;

Coordinate travel arrangements for return visits by the candidates, if needed; and

Prepare new employee forms.

• Prepare contract referrals for law school and undergraduate students employed by the SOL. Process time sheets for student payroll on a bi-weekly basis.
• Coordinate First Week and Group Leader activities for the Associate Dean for Student Affairs. In her absence, prepare student Emergency Loan paperwork.
• Submit and track daily facilities requests. Maintain postage and signature machines.
• Provide notary services for students, faculty, and staff.
• Collect and compile data to produce reports for both internal and external purposes, including the faculty portion of the ABA annual questionnaire and the SALT survey.
• Establish and maintain appropriate records for the SOL including contracts, faculty meetings, and SOL accreditation communication.
• Assist with the maintenance of the SOL calendar. Reserve rooms as requested.
• Provide backup and assistance to other Deans’ office staff in their assignments.
• Perform additional job-related duties as assigned or as appropriate.

Required Qualifications :

• Bachelor's degree OR a combination of postsecondary education and additional administrative support experience equivalent to a degree.
• Proficient in Microsoft Office Excel, Word, Outlook software.
• Demonstrated effective communication abilities.
• Proven skills in managing varying / competing tasks with multiple stakeholders, in a rapidly changing office with frequent interruptions.
• Demonstrated effective organizational skills with the proven ability to perform and prioritize multiple tasks successfully with effective attention to detail.
• Demonstrated ability to interact professionally, and establish and maintain professional relationships with key stakeholders within the University and external stakeholders.
• Demonstrated proactive approaches to solving problems and making appropriate decisions.
• Ability to work well as part of a diverse team, as a highly resourceful team-player, with the ability to be effective independently.
• Proven ability to handle confidential information with discretion.
• Willingness to undertake new projects and work with minimal supervision.

Preferred Qualifications :

Familiarity with Banner Software or other educational administrative software.

Experience providing meeting and / or event coordination.

Full time Hourly Mon-Fri 8am-5pm, Background Check Required

Last updated : 2024-04-11

Salary : $18