Administrative Assistant III - Law School Faculty Support
Position Summary: The Administrative Assistant III provides support for law faculty and Academic Achievement departments by identifying the needs of the departments; managing resources; and evaluating efficiencies in the department’s support of law faculty and serving as a point-of-contact for students and general departmental inquiries and requests. Additionally, this role is responsible for supervision of up to two administrative assistants focused on providing administrative support for the law faculty including hiring, training, supervision, and evaluation. The Administrative Assistant III also assists with the operation of other law school departments as necessary. This position reports to the Associate Dean.
- Demonstrate an attitude and behaviors that reflect the mission and core values of the school of law and the university.
- Manage operations and activities in support of all law faculty, including the Academic Achievement department. Help to develop processes, procedures and timelines to accomplish faculty goals. Implement new office and technical methods and procedures to ensure accuracy and efficiency; ensure accurate maintenance of records; interpret new policies and regulations and inform and instruct staff of changes.
- Demonstrate judgment and discretion when dealing with sensitive or confidential matters.
- Coordinate office operations in the cyclical law school schedule, including the preparation and posting of course syllabi and handouts; the processing of examinations; the collection, distribution and input of student attendance reports; the creation of photo seating charts; and management of student submissions of assignments. Maintain faculty office schedules. Format class assignments, syllabi, handouts, etc. for accommodated students as required.
- Compose routine and general correspondence. Receive and edit articles for publication in Word, WordPerfect, pdf, or PowerPoint formats. Accurately input, edit, code and finalize accepted articles according to publishing guidelines and adhering to citation form in the “Bluebook” Uniform System of Citation. Maintain and expand proficiency with law school software with research and personal interaction with supervisor and other law school staff. Train staff on software, recommending upgrades as needed.
- Monitor and verify the accuracy of the online attendance program data input. Generate attendance reports for the faculty at the end of each semester. Handle disputes and questions from students regarding attendance.
- Follow strict procedures, deadlines, and security for the processing of law school final exams. Responsible for the downloading, printing, organization, and tracking of all exam answer files from exam software (ExamSoft). Help to develop and assist with other exam administration procedures as needed. Ensure all exam answers are formatted appropriately and delivered anonymously to faculty.
- Supervise up to two administrative assistants. Establish criteria for acceptable work behavior and performance; evaluate work of assistants by comparing work quality to performance standards; coach and counsel employees to encourage exceptional performance and improvement in areas of individual weakness. Monitor work hours and approve time sheets for the administrative assistants. Prepare yearly performance reviews for the administrative assistants.
- Resolve office problems independently and facilitate solutions; confer with supervisor to resolve more complex situations. Hold staff meetings as necessary. Establish and monitor deadlines, make work assignments and review and edit work of office staff.
- Work with Career Services to facilitate the processing of student recommendation letters, using databases such as Symplicity and OSCAR.
- Assist with the input and update of data to the Oklahoma City University School of Law website following designated design and format procedures with law school Marketing Coordinator.
- Perform simple tasks on legal research software.
- Access student information management system (Banner) for the downloading of reports such as attendance sheets, class rosters, student photos and other student information.
- Serve on university or law school committees or teams as requested.
- Coordinate and provide administrative backup to other law departments as necessary.
- Other duties as assigned.
- Constantly operates a computer and other office machinery.
- Constantly visually identifies, observes, and assesses.
- Frequently communicates with university constituents.
- Frequently remains in a stationary position (standing and/or sitting).
- Occasionally moves to accomplish tasks and/or to get from one worksite to another.
- Occasionally moves common office materials.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.
- Work is primarily indoors but requires the incumbent to be in an outdoor environment when traveling between campus buildings or off campus.
- Standard office hours are 8:00 a.m. to 5:00 p.m. Monday through Friday.
- Some off-campus, state and regional travel may be required.
- Attendance at some evening and weekend events may be required.
- Incumbent will be exposed to frequent noise caused by telephones and office machines.
The anticipated hourly rate range for this position is $16.43 to 19.24, dependent upon qualifications.
- Ability to interact effectively with visitors, administration, faculty and staff.
- Excellent problem solving abilities.
- Excellent time management skills.
- Superior computer skills with specific knowledge and experience with MS Word, PowerPoint, Outlook and WordPerfect programs, Windows operating system, Edge, Firefox and internal databases. Must be comfortable with technology and flexible with regard to learning new technology unique to the law school.
- Demonstrated Excel skills including basic and more complex formulas and computations, charts and graphs, formatting, and pivot tables. Intermediate Excel skills a plus. Ability to acquire additional Excel functionality to support data management needs.
- Ability to manage document flow and to compile and manage data.
- Superior organizational, oral and written communication skills and the ability to work productively under pressure in a fast paced, intense environment.
- Ability to maintain confidentiality and discretion with sensitive information.
- Ability to work independently and be self-motivated while still being able to accept supervision and work well in a team environment.
- Ability to work well with the faculty is essential
Required: Three (3) years of demonstrated successful experience in general office/reception, administrative support, and/or customer service is required.
Preferred: Previous supervisory experience is strongly preferred. One to three years of experience in an academic unit providing administrative support to faculty or in a legal environment is preferred. Direct experience in developing and maintaining data organization systems and information tracking is a plus.
A suitable combination of education and experience may be substituted for minimum qualifications.