Assistant Director

Southwestern Law School; Los Angeles (CA); Hybrid; USD 70,000 - 110,000; Full time

Job summary

Southwestern Law School seeks an Assistant Director of Administrative Services to join the campus Administrative Services Office in Los Angeles. This on‑campus role offers some remote work flexibility and reports to the Director of Administrative Services.

You will respond to inquiries, manage IDs, parking, and files, coordinate vendor invoices, lost and found, and support Commencement and SOS training efforts. A bachelor’s degree and three years in admin support are required.

Qualifications

• Bachelor's degree in an administrative support role with three years of experience.
• Higher education experience preferred.
• Strong attention to detail and confidentiality.

Responsibilities

• Respond to a high volume of student, faculty, and staff inquiries.
• Process IDs and access levels for students, staff, and guests.
• Manage campus parking permit requests, refunds, and hangtags.
• Oversee student locker requests and inventory; annual locker cleanout.
• Manage Fitness Center access requests and waivers.
• Maintain student files in Administrative Services.
• Process weekly vendor invoices and insurance certificates.
• Distribute mail and manage Lost and Found program.
• Oversee campus digital signage and bulletin boards.
• Liaise with vending vendor and manage refund program for machines.
• Assist with Commencement planning and data collection.
• Assist with SOS Assistant training and event planning.

Skills

Discretion

Communication

Time management

Organization

Attention to detail

Education

Bachelor's degree

3 years administrative experience

Job description

Assistant Director of Administrative Services

The Administrative Services Office is responsible for a wide range of essential services that contribute to the safety, functionality, and overall experience of the campus

community. The department’s areas of responsibility include facilities management; human resources; campus safety and security; auxiliary services coordination including food services, bookstore operations, fitness center, ridesharing program, parking, identification cards, lost and found; campus student housing; and events management, including

commencement. It serves as a central hub for operational support, contributing to a well‑maintained, secure, and welcoming campus environment

The Assistant Director of Administrative Services serves as the first point of contact in the Administrative Services Office for students, faculty, staff, and visitors and is responsible for supporting the department, problem‑solving, addressing inquiries, and communicating with other departments to assist students as needed. This on‑campus position with some remote work available. The Assistant Director is a non‑exempt position and reports directly to the Director of Administrative Services.

Primary Responsibilities

• Promptly respond to a high volume of student, faculty, and staff inquiries.
• Process ID cards and access levels, including new and incoming students, ID replacements, new vendor and guest IDs.
• Manage and process campus parking permit requests, parking permit refunds, ordering parking permit hangtags, parking violations, and answering parking questions.
• Manage student locker requests and inventory and oversee annual locker cleanout.
• Manage Fitness Center access requests and waivers.
• Manage and maintain student files kept in Administrative Services.
• Process a high volume of weekly vendor invoices and track vendor certificates of insurance.
• Manage and distribute mail received in the office.
• Maintain and manage the lost and found program.
• Manage and maintain the campus digital signage system and bulletin boards.
• Serve as the vending vendor liaison and work with the company to report issues and maintain the vending machine refund program.
• Create and distribute the annual Student Photo Directory.
• Schedule annual Flu Shots for the campus community.
• Assist the Director of Administrative Services with Commencement planning, data collection, and communication with the students.
• Assist the Director of Administrative Services with training SOS Assistants.
• Assist with department and campus event planning, preparation, and participation.
• Responsible for maintaining the Administrative Services office to ensure work areas, supplies, and equipment are readily available and operational for department use.
• Demonstrates knowledge of Southwestern’s policies and departmental procedures.
• Assists COO, Department Directors, and Health and Safety Manager with administrative tasks.
• Performs other duties, as required and assigned.
• Bachelor's degree with three year’s of experience in an administrative support role
• Experience in higher education is preferred.
• Strong attention to detail.

Knowledge, Skills, and Abilities Required

• High level of judgment, discretion, integrity, and confidentiality.
• Collaborative workstyle and ability to communicate effectively with various constituencies in a diverse community.
• Knowledge and understanding of institutional policies and procedures.
• Knowledge of campus resources and services for employees and students.
• Ability to refer issues to supervisor for timely response.
• Accuracy and meticulous attention to detail.
• Strong time‑management and organizational skills.
• Excellent critical thinking and listening skills.
• Ability to apply creative problem‑solving skills.
• Ability to be spontaneous and flexible.
• Comfort with a fast‑paced academic environment

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, or combination of classifications, protected by federal or California law in matters of admissions, employment, housing, or services, or in the educational programs (including retention of students) or activities Southwestern operates. Southwestern interprets these protected statuses broadly to include both actual status and also any perceptions and assumptions made regarding these statuses. Southwestern also prohibits discrimination and harassment based on the perception that anyone is associated with a person who has or is perceived as having any of those characteristics. Please direct all inquiries regarding Southwestern’s nondiscrimination policies to: