Law School Faculty Assistant

About the role

The Law School Faculty Assistant provides general and academic administrative support to the Law School faculty.

Responsibilities

• Perform research as requested, including frequent electronic research utilizing Westlaw, Lexis-Nexis (legal databases) to download cases and the Internet to find addresses, phone numbers, articles, and government website.
• Tabulate scores and grades for midterm and final examinations using LG 2.5 program to score exams and final grade sheets used by Records to give course grades.
• Post course documents and assignments to TWEN and/or Canvas site.
• Absorb and utilize TWEN and Canvas sites.
• Coordinate the submission and return of student assignments through in-person and electronic means.
• Exams and teaching tools: type quizzes, midterms, final exams and sample answers.
• Proctor exams. Review class syllabus, prepare attendance lists and seating charts and ensure course materials are ordered.
• Absorb and utilize classroom technology, in collaboration with media services.
• Manage and schedule Zoom meetings.
• Process expense reports, petty cash and check requests; manage non-USD reimbursements, honorariums, etc.
• Perform word processing of manuscripts, articles and books.
• File management and maintenance.
• Help faculty make travel arrangements.
• Classroom and event support (i.e. food/catering, room reservations, guest parking validation).
• Maintain individual faculty budget accounts.
• Order textbooks and books for research from the bookstore and publishers. Coordinate print-shop requisitions for copies of class materials and other documents, including conference reading materials and exam answers.
• Type and proofread documents as needed; prepare/share/edit documents utilizing Google Suite, Microsoft Word, and Adobe Acrobat Pro.
• Scan and photocopy documents as needed.
• Order supplies through online vendor.
• Screen and answer phone calls, and schedule meetings/appointments.
• Communicate outreach to local schools for student volunteers to serve as jurors.
• Email communication to confirm details and logistics.
• Create and send Certificate of Participation to record volunteer hours.
• Support the hiring process for student assistants (i.e. collect resumes, transcripts, letters of recommendation and serve as point of contact for job posting).
• Provide administrative support for faculty committee meetings.
• Absorb and utilize faculty calendars including non-USD events.
• Annual Oral Arguments: Maintain accurate data and manage database of over 300 judges for first-year oral arguments. Obtain over 130 local judges to participate in oral argument sessions via Zoom. Distribute case material to participants. Create and manage the distribution of various invitation emails using G-Suite.
• First-year Practicum Course (EAP Program): Help coordinate the logistics for break-outs or smaller class sessions. Assist with grade tracking, recording, & score translating. Assist with communications to adjuncts and students. Plan and coordinate the end of year event for students and faculty.
• Trial Advocacy Program: Reserve location (off-site or USD) for mock trial; secure invoice payments and certificate of insurance, as needed. Communication outreach to local schools for student volunteers to serve as jurors. Email communication to confirm details and logistics. Order food and supplies, as needed. Create and send Certificate of Participation to record volunteer hours.
• Scholarship Promotion: Mail copies of books, journals, articles to other professors, reviewers, news sources. Send flyers and invitations to promote speaking events. Design and purchase from USD Copy Center promotional postcards and mailing cards. Assist with coordinating book sale events and communication with VIP guests.
• MBE (Multistate Bar Exam) Course Support: Upload student data to Exam Software program. Process invoice for NCBE Royalty Report.
• Externship Placement Course Support: Level of support depends on faculty, but will include responsibilities such as tracking student submissions-transcript, resume, letter of recommendation, etc. And perform other tasks requested by faculty.

Qualifications

• High School Diploma or GED (General Education Diploma) required.
• Two years of experience in a business office setting required.
• Demonstrated skill in the use of PC systems to complete tasks, including word processing and spreadsheets.
• Demonstrated knowledge, understanding, and ability to coordinate work within policies and procedures as they relate to a variety of administrative functions.

Skills

• Ability to use the internet for research and information retrieval.
• Ability to type a minimum of 60 WPM with accuracy; excellent word processing and proofreading skills.
• Ability to compose letters and memoranda in English; proficient use of vocabulary, spelling, and grammar.
• Demonstrated organizational skills, ability to prioritize job functions to meet multiple deadlines and changing priorities to ensure smooth workflow.
• Skill to organize large volumes of material.
• Ability to maintain confidentiality and use discretion in handling sensitive matters.
• Excellent interpersonal skills, and the ability to work with a diverse group of people while communicating clearly and effectively in grammatically correct English on the telephone, through e-mail, and in person, while demonstrating tact and diplomacy.
• Ability to perform multi-tasks maintaining a calm, positive, and professional manner.

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.