Academic Administration Assistant

Southwestern Law School; Los Angeles (CA); Hybrid; USD 75,000 - 85,000; Full time

Job summary

Southwestern Law School is seeking an entry-level Academic Administration Assistant to manage clerical support for faculty. The role involves desktop publishing, project coordination, and interaction with students and faculty in a busy academic office environment. This full-time position allows for a limited hybrid work modality.

Qualifications

• Bachelor’s degree with two years’ experience in student or administrative services.
• Excellent interpersonal, service, and verbal/written communication skills.
• Strong organizational and planning abilities.

Responsibilities

• Manage clerical support for faculty members.
• Coordinate and assist in handling multiple assignments and projects.
• Format/edit exams and communicate exam information.

Skills

Desktop publishing

Editing

Database management

Word processing

Proofreading

Communication

Organizational skills

Education

Bachelor’s degree

Tools

MS Word

MS Excel

MS Access

Job description

Southwestern Law School seeks an Academic Administration Assistant to work in the Academic Administration department. The primary responsibility of the Academic Administration Assistant is to manage and provide clerical support for faculty members. This position requires desktop publishing and editing skills, database and record management, word processing, text and numeric proofreading, telephone answering, and special project coordination. The ability to effectively and efficiently manage inquiries about coursework, projects, procedures, and law school services in a busy office environment is required. This is a non-exempt position and eligible for limited hybrid work modality.

Primary Responsibilities

• Curriculum materials, reports, publications, presentations, and other items;
• Interacting effectively with a variety of constituencies including students, faculty, and staff;
• Coordinating and managing multiple assignments and projects successfully;
• Assists with communicating with faculty regarding exam information and submission deadlines;
• Assists with formatting/editing exams to comply with exam administration standards;
• Assists with printing all in-person exams;
• Assists with setting up and monitoring take-home exam templates, including post-examination tasks (i.e. digital scrubbing of any identifying information);
• Assists with grading multiple-choice exams (via ExamSoft and Parscore), including answer imports for accommodated students;
• Assists with providing multiple-choice exam reports to faculty;
• Works with professors to update/format printed materials for all applicable classes;
• Assists with delivering finalized course materials to the Print Shop prior to the start of the semester;
• Requests permission for copyrighted materials via rights holders and copyright.com;
• Researches material sources to find free alternatives to copyrighted materials;
• Formats/updates syllabi and first reading assignments for courses each semester including posting to Southwestern Portal;
• Assists with providing student photo rosters and blank charts to faculty each semester;
• Assists with maintaining and ordering supplies for the Faculty Lounge kitchen, classrooms, and workrooms;
• Assists faculty with course preparation (i.e., course/reading materials, document editing, Canvas setup, Zoom setup, troubleshooting technical issues); and
• Assists the Associate Dean for Academic Innovation and Administration with projects/tasks as needed.
• Bachelor’s degree with two years’ experience in student or administrative services; however, combined experience/education may be substituted for minimum education.
• Excellent interpersonal, service, and verbal/written communication skills; good judgment;
• Strong organizational and planning abilities; and proficiency in computer programs (MS Word, Excel, Access), e-mail and internet usage.

To apply: For full consideration, submit a cover letter and resume to [e-mail].

Southwestern Law School prohibits discrimination and harassment based on an individual’s race (including hairstyle and hair texture), ethnicity, color, religion, creed, ancestry, national origin, sex, gender, gender identity or expression, reproductive health decision-making, pregnancy (including pregnancy, childbirth, breastfeeding, and medical conditions related to pregnancy, childbirth, or breastfeeding), sex stereotyping (including assumptions about a person’s appearance or behavior, gender roles, gender expression, or gender identity), sexual orientation, parental status, marital status, age, disability (mental or physical), medical condition, citizenship status, military status or service, veteran status, genetic information, any other classification protected by federal or California law, or any combination of any status protected by law in matters of admissions, employment, housing, or services, or in the educational programs (including retention of students) or activities Southwestern operates. Please direct all inquiries regarding Southwestern’s nondiscrimination policies to:

General Counsel

(213) 738–6626

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative, Research, and Customer Service

• Industries

  Higher Education

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