Program Assistant - Law Faculty Services

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The University of San Francisco School of Law is seeking an individual with strong initiative and a committed work ethic who is interested in using the full range of his/her administrative skills to enhance the productivity, efficiency and responsiveness of the rapidly changing and challenging environment in the Faculty Services Office at the School of Law. The successful candidate will be an integral part of the support for more than 75 full- and part-time law professors and will have key responsibility for assisting with faculty instruction, publications, events, research, and additional co-curricular activities and programs led by both instructors and students. Under the general supervision of the Associate Director for Faculty Services at the School of Law, the position joins three additional assistants and a number of student assistants to provide top drawer administrative support and services to the school. 

The successful candidate for this position will have significant detail orientation and the ability to manage simultaneously moving parts. Superior written and oral communication skills are required. Experience with and interest in managing financial documents and processes is vital. This position will be called upon to create and implement procedural solutions, so personal initiative and accountability are particularly necessary. Advanced office technology experience is greatly desired. 

Essential/Daily Departmental Responsibilities: 

Provide administrative support to Faculty Hiring Committee which reviews/processes approximately 1,000 applications per academic year. This six-month project has responsibilities which include, but are not limited to: working with committee chair and leading organizational communication to committee members; communicating with all candidates; working with the Association of American Law Schools' (AALS) faculty application process as well as fielding direct inquiries to USF; processing and distributing applications for committee review; evaluating process each year and increasing efficiencies; creating and maintaining all candidate files and tracking spreadsheets; booking travel and preparing materials for the AALS annual Faculty Recruiting Conference in Washington, DC; scheduling interviews; processing reimbursements for interview candidates; scheduling rooms for on-campus full-day interviews; and other duties as needed. A very professional demeanor is essential as this staff member has direct contact with all candidates being interviewed and is, in many cases, the candidate's first personal exposure to the USF School of Law. 

Processing of all faculty and co-curricular financial exchanges. Receiving, checking and preparing reimbursement requests, including expense reports and petty cash. Maintaining numerous confidential financial tracking spreadsheets, including expense report/petty cash, and some accounts payable. Sole repository for yearly accounting of faculty Research & Travel budgets. Works closely with on-campus finance departments, including Business & Finance and Purchasing as well as with off-campus vendors. Fields all finance-related questions from faculty. Coordinates most purchases for good/services on behalf of faculty and department. 

Managing recommendation letters for law students applying for Judicial Clerkships. Use OSCAR (online management program for national federal clerkship opportunities) to monitor requests and upload recommendation letters. Process and mail hardcopy letters on behalf of faculty recommenders. 
Providing support to Faculty Committees including, but not limited to, scheduling meetings, reserving rooms and preparing meeting notes and materials. Ensuring secure procedures for those committees which deal with highly sensitive faculty and student information. 

Managing web-based materials, information and communication: updating and posting materials to the Law School website using Dreamweaver and Collage; maintaining the Faculty Services intranet site using Dreamweaver, including posting messages and student schedules, updating both the online calendar and other files as needed. Make structural changes to the site(s) as needed. 

Providing advanced technology support to faculty; creating macros in Microsoft Word and Excel to facilitate the processing of various tasks as needed; creating technical documentation for the benefit of faculty and staff as needed; investigating and recommending software and online solutions to handle office tasks. 

Provides a full-range of administrative support including, but not limited to: Inputting, formatting, proofreading and production of final versions of documents including heavily footnoted manuscripts, course examinations, syllabi, class notes, charts, tables, correspondence, merge letters and forms, labels and envelopes. Helping faculty conceptualize and organize projects. Developing databases and spreadsheets as necessary. 

Providing transcription assistance as needed. Maintaining confidential document and disk storage system in Faculty Services Office. 

Providing technical support and troubleshooting advice to faculty and staff as needed regarding computer software programs. Refer problems beyond expertise to appropriate personnel for solution. Perform routine troubleshooting and maintenance of office computers. Compiling and distributing packets of materials to students; placing telephone calls, sending email messages, and scheduling appointments for faculty. 

Providing other administrative support services in the Faculty Services Office as needed, coordinating with other law school administrative offices and many University departments. General administrative support duties may include: Acting as the staff authority for the office, resolving issues regarding policy and procedures, in the absence of the Associate Director. Working independently and with superior judgment to prioritize workload, answer questions and resolve issues, and assist in the direction of student workers. Assisting in the collection and editing of content for the Law School web calendar and web page. Creating and assisting in the development of new office work procedures to increase efficiency, maintenance of confidentiality, improve record-keeping ability, provide more responsive service or increase work flow using current knowledge of USF organization, functions, systems, policies, procedures, and mission and goals. Developing relationships with vendors and campus resources. 

Providing reception for the office in coordination with other staff. Receive and screen a variety of calls, take information, answer inquiries, and provide information using knowledge of University and Law School policies and procedures. 

Act as a resource person/liaison for the department between and among faculty, students and the University community, as well as members of the public. Must establish and maintain effective working relationships with peers in other offices. 

Providing administrative back-up to the department's Event Coordinator for faculty events, including Faculty Scholarship Lunches, Justice Forums, Symposia and other special presentations. Also provides event planning support for student events under the guidance of the faculty. Administrative event support may include: coordination of room reservations, guests lists, catering, photography, financial tracking of event budget, publicity, set-up, and follow-through. 

Other duties as assigned. 

Capacity for high volume, accurate work production and for organizing and structuring own work load. Excellent proofreading skills; knowledge of general office procedures, standards and equipment; ability to interact and communicate effectively with faculty, staff and students. Gracious and receptive phone manner and interpersonal skills necessary for working with a diverse faculty and student body. Position requires a quick learner with proven flexibility and a desire to work in a fast-paced, challenging environment. Must be able to produce technically complex documents including merge documents, heavily-footnoted manuscripts and graphics with minimum of supervision and work direction. 
Experience with financial document processing and tracking and managing large, multi-faceted projects also required. Proficiency in the following PC platform software: Microsoft Office (Word, Access, Excel, PowerPoint) and Internet access software. Familiarity with the following software desired: WordPerfect, Outlook, FileMaker Pro, Dreamweaver, Collage, Westlaw and/or LexisNexis, and Visio. 

Work Environment: 

When classes are in session, the office is open from 8:30 a.m to 7:00 p.m., Monday through Thursday, and Fridays 8:30 a.m. to 5:00 p.m. This position may require working 10:30 a.m. to 7:00 p.m. to assist with office coverage. When classes are not in session hours are 8:30 a.m. to 5:00 p.m.

EEO Policy:

The University of San Francisco is a Jesuit Catholic University founded in 1855 to educate leaders who will fashion a more humane and just world. Candidates should demonstrate a commitment to work in a culturally diverse environment and to contribute to the mission of the University.

USF is an Equal Opportunity Employer dedicated to affirmative action and to excellence through diversity. The University provides reasonable accommodations to qualified applicants with disabilities upon request.