Administrative Assistant For College Of Law

POSITION SUMMARY:
The Executive Assistant provides high-level administrative support to the College of Law's Office of the Dean such as assisting in the essential operations of the Office, preparation and organization and updating of reports and other documents, taking calls, scheduling meetings, and managing other office requests as needed.
The position includes clerical duties and assistance in dissemination of information about the College of Law and its various components.
The position requires someone with excellent verbal and written communication skills, good judgment, mindful of confidentiality, ability to work in a fast-paced team environment, strong time management skills to meet deadlines and strong customer service skills.
The Administrative Assistant must be self-reliant, dependable, conscientious, thorough, accurate, and reliable.
ABOUT ST. THOMAS UNIVERISTY COLLEGE OF LAW:
Founded in 1984, St. Thomas University Benjamin L. Crump College of Law is one of the most diverse access law schools in the United States.
It is part of St. Thomas University, founded in 1961 as Biscayne College by the order of the Augustinian Friars.
St. Thomas University is an urban, student-centered, Catholic university with rich cultural and international diversity, dedicated to developing leaders who contribute to the economic and cultural vitality of the regions they serve.
To this end, the Benjamin L. Crump College of Law remains committed in teaching, scholarship, and service, to fostering a public order of human dignity, to training lawyers sensitive to the needs of the region's underrepresented communities, and to expanding access to professional opportunities which includes active partnerships with business, government, and the South Florida Community.
Equal Opportunity: St. Thomas University provides equality of opportunity in education for all persons, including faculty and staff (with respect to recruitment, hiring, retention, promotion, tenure, compensation, terms and conditions of employment, termination, and the like) and students, including applicants for admission and enrolled students (with respect to admission, retention, and the like), except that the University (1) will maintain its Catholic values in the operation of the University, and
(2) may exercise a preference for Catholic faculty in recruitment and hiring.
(The general norm of the Apostolic Constitution on Catholic Universities states that "the number of non-Catholic teachers should not be allowed to constitute a majority within the institution.")
St. Thomas University also
provides its students and graduates with equal opportunity to obtain employment, including the requirement that every employer to whom it furnishes assistance and facilities for interviewing and other placement services must observe the principles of equal opportunity.
Nondiscrimination: Except for the maintenance of Catholic values in the operation of the University and a preference for Catholic faculty in recruitment and hiring, discrimination on the basis of race, color, ethnicity, religion, national origin, sex, gender, gender identity or expression, sexual orientation, age, disability, or military status, marital or familial status, or any other category that is or becomes protected by law, is strictly prohibited.
Accreditation: St. Thomas University Benjamin L. Crump College of Law is fully accredited by the American Bar Association and is a member of the Association of American Law Schools (AALS).
St. Thomas University is accredited by the Southern Association of Colleges and Schools Commission on Colleges
CHARACTERISTIC DUTIES AND RESPONSIBILITIES:
* Works with the Office of the Dean to accomplish the day-to-day tasks and goals of the Office.
* Represent the College of Law Dean by welcoming visitors, answering calls, reviewing correspondence, and coordinating the College of Law Dean's activities, assist in managing several College of Law Calendars as requested by the Dean or Associate Dean of Academic Affairs.
* Respond to numerous annual surveys and questionnaires throughout the year (ABA, AALS, US News & Word Report, Princeton Review, Martindale Hubbell, etc.
).
* Revise and update annual Faculty Handbook for publication.
* Develop and maintain ongoing statistical information of the Law School.
* Responsible for updating Law School list-serves with the Office of Information Technology (OIT).
* Coordinate packets for Mock trial, Moot court, IMC, and BLSA competitions.
* Coordinate and monitor faculty Promotion and Tenure file.
* Assist in the preparation and distribution of full-time and adjunct faculty contracts.
* Maintain and monitor student evaluations of faculty.
* Respond to correspondence on behalf of the Dean and Associate Deans, if necessary.
* Assists in the preparation and/or editing of documents such as special reports, expense reports, memos, and invoices.
* Creates and/or manages spreadsheets, databases, and presentations.
* Perform other duties and special projects as assigned by the Dean or Associate Dean.
* Maintains confidentiality of information exposed to during business regarding students, faculty, supervisors, or other employees.
* Cooperates with University and the College of Law departments, as needed.
Qualifications
POSITION QUALIFICATIONS/SPECIFICATIONS:
* Bachelor's Degree Preferred.
* Ability to organize and direct major projects and accomplish several ongoing assignments simultaneously.
* Ability to exercise sound independent judgment in the absence of clear instructions.
* Excellent written and oral communication skills.
* Excellent interpersonal and customer service skills with the ability to communicate effectively with a diverse population.
Be tactful when dealing with difficult people on the phone or in person.
* Must be a self-starter who can work under pressure and meet established deadlines.
*
* Professional in appearance and demeanor.
* Superior attention to detail and confidentiality.
Works regularly with information requiring utmost discretion and integrity.
* Proficiency in the use of Microsoft Office 365 products, office management programs, databases, internet, and social media sites.
* Ability to concentrate on work projects despite interruptions by heavy volume of telephone calls, students passing by, and visitors.
* Adept at record-keeping and general office procedures.
* Ability to work well under stress in a fast-paced team setting.
* Mindful of punctuality.
* Only on rare occasions: availability to work late hours and weekends.
* Physical Requirements are within the normal bounds of an office environment.
SUPERVISION RECEIVED:
Supervision received from the Dean and the Associate Dean of Administrative Affairs.
Routine assignments are performed independently following University and departmental policies and procedures.
SUPERVISION EXERCISED:
No supervisory responsibility but may train and work directly with work-study students.
POSITION QUALIFICATIONS/SPECIFICATIONS:
Preference will be given to individuals with prior knowledge/experience in general office settings.
Demonstrated knowledge and skills in the use of integrated software systems and Microsoft Office applications including Excel.