Special Assistant to the Deans and Deans' Office Manager

Job Title:

Special Assistant to the Deans and Deans' Office Manager

Job Summary:

The Special Assistant to the Deans and Deans’ Office Manager of the University of San Francisco School of Law provides administrative leadership in the Deans’ Office, including management of Deans’ Office student assistants. The position provides high level administrative and programmatic support for the Dean and the Associate Dean of Academic Affairs (“Deans”), the top two members of the leadership team of the School of Law. The Special Assistant to the Deans and Deans’ Office Manager works closely with the Deans to advance their priorities and achieve their goals. The Special Assistant to the Deans and Deans’ Office Manager is responsible for representing the Deans’ Office in a culturally competent and professional manner to internal and external constituents. The successful candidate will be discreet, diplomatic, flexible, organized, a self-starter, conscientious, detail oriented, mature, independent, and able to juggle and prioritize multiple tasks in a fast-paced environment.

Full Job Description:

Job Responsibilities

Manage projects for the Deans, including ensuring timely implementation of tasks. Manage and provide project and event support and other duties as requested to support the operational needs of the Deans’ Office and the School of Law.  Ensure the smooth, professional, and efficient running of the Deans’ Office in coordination with other members of the Law School community. 

Manage the accreditation processes for the law school. Manage the materials, process and compilation of data for the annual ABA report and ABA Site Visits in coordination with the Associate Dean.

Work with the School of Law Marketing Strategist to assist the Deans with proactive internal and external communications and timely responses to inquiries from students, campus and community stakeholders.  Manage and update, and in some cases develop, related web pages, excel spreadsheets, and powerpoint presentations.

Manage or oversee periodic projects related to faculty and faculty committee activity and tasks related to enforcing academic policies and managing faculty research grants, including documentation and record-keeping.

Manage and prioritize the Deans’ schedules to ensure the most strategic and efficient use of the Deans’ time.  Ensure the Deans are briefed and prepared for meetings and events, and provide, as needed, packets, reports, and related presentation materials.  Distribute materials in advance of meetings, per applicable faculty rules and regulations.  Manage or oversee room reservations and catering, and maintain records of committee meetings, faculty meetings, and other Dean-involved meetings as needed.

Manage the front office of the Deans’ Suite, ensuring adequate reception coverage and office supplies, and hire, train and manage student assistants.  Manage the Deans’ Office budget and budgets for key events.  Manage or oversee the Deans’ physical and electronic filing systems and ensure that records are maintained in an orderly and easily retrievable manner.

Perform or oversee a range of administrative and technical support duties as the primary and confidential administrative support to the Deans, relieving the Deans of a variety of administrative details, including travel arrangements, expense reports, and managing correspondence and filing.

Minimum Requirements

• Understanding and commitment to USF’s mission, vision, and values.

• Bachelor degree required.  Excellent written and verbal communication and web-based research skills required.

• 3 to 5 years of supporting senior level executives or academic administrators.

• Demonstrated ability to juggle multiple responsibilities and competing priorities in a fast-paced environment while remaining professional and achieving priorities.

• Excellent organizational, planning, time management, report presentation, and analytical skills. 

• Highly attentive to detail and accuracy and respect for confidential information.

• Demonstrated ability to work independently and resolve problems, seeing projects through to their completion.

• Must be customer service and team-oriented with the ability to establish effective working relationships with staff, faculty, department administrators, and the public.

• Experience with or the ability to work with a diverse student body, faculty and staff.  

• Excellent computer skills including Google Suite (Google Drive, Docs, Sheets, and Slides) and experience managing virtual meetings. Microsoft Office Suite (Word, Excel, PowerPoint), task management and task sharing tools preferred. 

• Exhibits a growth mindset and continually enhances their skill set through ongoing professional development.

• Ability and willingness to occasionally lift and carry up to 40 lbs.

Full-Time/Part-Time:

Full time

Pay Rate:

Salary

Salary Range :

$72,000 - $85,000 annualized; commensurate with experience