Faculty and Academic Services Assistant

Southwestern Law School; Los Angeles, Northern (CA, KY); On-site; USD 32,000 - 36,000; Full time

Job summary

Southwestern Law School’s Faculty and Academic Services Assistant provides administrative and operational support to faculty and the Faculty and Academic Services department. This role assists with course preparation, instructional materials, exam administration, and academic records.

The position collaborates with faculty, staff, students, and campus partners to ensure processes are accurate, efficient, and compliant, requiring strong organizational skills, discretion, and a commitment to

Qualifications

• Bachelor's degree required.
• One year of administrative, office support, customer service, or academic support experience preferred.
• Strong organizational, communication, and customer-service skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proficiency with Microsoft Office Suite and general office technology.
• Ability to maintain confidentiality and exercise professional judgment.
• Ability to learn and use academic and administrative software systems.

Responsibilities

• Faculty and Academic Services & Department Operations: Maintain workrooms, spaces, and supply inventories; provide printing, scanning, copying, and document preparation support; handle general administrative duties and communications; assist with special projects.
• Course & Instructional Support: Manage syllabi, reading assignments, textbooks, and materials; review and format course documents; maintain related files and workflow systems; support accessibility review processes.
• Exam Administration Support: Assist with exam planning and administration, including communications, document prep, tracking, printing, packaging, distribution; prepare exam-day materials; support proctors.
• Course Evaluations & Grade Verification: Assist with evaluation administration, faculty communications, and tracking; monitor completion and follow up on outstanding items; support academic systems.
• Knowledge, Skills, and Abilities: Attention to detail, customer service, teamwork, independence, professionalism, discretion, and willingness to learn and improve processes.

Skills

Strong organizational skills

Excellent interpersonal skills

Customer-service orientation

Multitasking and prioritization

Professionalism and discretion

Education

Bachelor's degree

Tools

Microsoft Office Suite

Academic software systems

Job description

The Faculty and Academic Services Assistant provides administrative and operational support to faculty and the Faculty and Academic Services department. This position assists with course preparation, instructional materials, exam administration, academic records, course evaluations, grade verification, and general office operations.

The role works closely with faculty, staff, students, and campus partners to ensure academic processes are completed accurately, efficiently, and in accordance with established procedures. Success in this position requires strong organizational skills, attention to detail, professionalism, discretion, and a commitment to customer service.

Essential Duties and Responsibilities

• Faculty and Academic Services & Department Operations
• Maintain faculty workrooms, shared spaces, and supply inventories.
• Provide faculty support for printing, scanning, copying, document preparation, and other routine requests.
• Perform general administrative duties, including record maintenance, filing, project support, and departmental communications.
• Assist with special projects and other duties as assigned.
• Course & Instructional Support
• Assist with the collection, organization, tracking, and distribution of syllabi, First Reading Assignments, textbooks, and instructional materials.
• Review and format course documents to ensure accuracy, consistency, and compliance with departmental procedures.
• Maintain related files, records, spreadsheets, and workflow systems.
• Support accessibility review processes by coordinating with appropriate staff when needed.

Exam Administration Support

• Support exam planning and administration, including communications, document preparation, tracking, printing, packaging, and distribution.
• Prepare exam-day materials and assist faculty, students, and proctors during examination periods.
• Provide basic support for exam-related software and escal?
• Assist with preparation and maintenance of course rosters, seating charts, attendance records, and other academic documents.
• Update records and tracking systems to reflect enrollment and course changes.
• Support the organization and maintenance of academic data used for course and exam administration.

Course Evaluations & Grade Verification

• Assist with course evaluation administration, faculty communications, and tracking activities.
• Support grade verification processes by monitoring completion status, maintaining records, and following up on outstanding items.
• Provide basic support for academic systems and escal?

Required Qualifications

• Bachelor's degree required.
• One year of administrative, office support, customer service, or academic support experience preferred.
• Strong organizational, communication, and customer-service skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proficiency with Microsoft Office Suite and general office technology.
• Ability to maintain confidentiality and exercise professional judgment.
• Ability to learn and use academic and administrative software systems.

Preferred Qualifications

• Experience in higher education, faculty support services, student services, registrar operations, or a related academic environment.
• Experience supporting high-volume service operations.
• Familiarity with academic processes such as course preparation, exams, evaluations, grading, and student records.
• Experience with document preparation, accessibility practices, and academic technology platforms.

Knowledge, Skills, and Abilities

• Strong attention to detail, organization, and follow-through.
• Excellent interpersonal and customer service skills.
• Ability to prioritize work and adapt during peak academic periods.
• Ability to work independently and collaboratively.
• Professionalism, discretion, reliability, and sound judgment.
• Commitment to continuous learning and process improvement.

Working Conditions

This position operates in a professional academic office environment and regularly interacts with faculty, staff, students, and campus departments. Periodic movement between offices, classrooms, workrooms, and other campus locations is required. Workload may increase during course preparation, examination periods, course evaluations, and grading cycles.

Salary: $23.08/hour