Dean’s Office Assistant

The Dean’s Office Assistant provides critical support for the Office of the President and Dean. The Assistant opens the office each day, greets visitors, works with the Dean to manage the Dean’s busy calendar, and assists with other aspects of office operations. The Assistant is a detail- and process-oriented individual who can thrive in a fast-paced, dynamic environment and present a calm and professional demeanor. The Assistant is trusted with highly confidential information and must have the ability to act with a high level of discretion and integrity. Strong oral and written communication skills are also required. This is an hourly on-campus position with occasional remote work available.

Primary Responsibilities:

  • Open the office by 8:30 a.m. every Monday through Thursday, and Fridays as needed;
  • Coordinate information flow by greeting visitors and triaging calls and other communications to ensure timely and appropriate follow-up; 
  • Maintain the President and Dean’s (Dean) complex and very active calendar of appointments, meetings, engagements, and functions with individuals and groups; confirm all meetings and meeting details in advance; ensure continuity across multiple calendars and scheduling platforms; coordinate event briefings; ensure details are accurate and complete; and escalate scheduling conflicts.
  • Ensure the Dean is prepared for meetings and other events by gathering and collating materials, data, statistics, information about meeting participants, etc.
  • Draft correspondence, memoranda, nominations, and other general communications;
  • Maintain an organized and intuitive filing system and other office systems and protocols;
  • Manage the look, organization, and neatness of the office suite and other areas over which the office has responsibility;
  • Initiate reimbursements by scanning physical receipts and completing initial entries in the reimbursement system;
  • Provide in-office assistance for assigned events (e.g., printing, preparing materials, tracking RSVPs, preparing name badges).
  • Manage Dean’s Zoom account, including scheduling Zoom meetings and handling Zoom room logistics when attending a meeting hosted by the Dean;
  • Maintain the Office of the Dean Outlook account, including delivering important messages from the Dean to various constituencies, distributing Outlook calendar invitations for events hosted by the Dean’s Office, and answering or directing messages received to the appropriate individuals;
  • Work with other office staff and other departments on projects, as assigned; and
  • Perform other duties as assigned.

Minimum Job Requirement:

  • Bachelor's degree or associate’s degree with at least three years of relevant work experience.

Knowledge, Skills, and Abilities Required:

  • Detail- and process-oriented.
  • Ability to work collaboratively in a fast-paced environment while successfully managing numerous tasks and responsibilities. 
  • Self-starter with an ability to prioritize, triage, and seek information and assistance when appropriate.
  • Demonstrated knowledge about standard office practices and procedures, strong computer skills, including proficiency in Outlook, Word, Excel, and PowerPoint, professional telephone etiquette, diplomacy, office equipment usage, and correct English grammar, spelling, and proofreading.
  • Knowledge of Monday.com, or willingness to learn.
  • Knowledge of and hands-on experience using Zoom.
  • Ability to use or learn Canva.
  • Ability to use ChatGPT and Co-Pilot effectively.
  • Exemplary written and oral communication skills.
  • Excellent follow-through and ability to track multiple and often-changing deadlines.
  • Ability to read carefully and critically and to synthesize large amounts of information.
  • High level of confidentiality and discretion regarding law school business, office operations, records, and files.

Salary: $24.04/hour

To Apply: Send a cover letter and resume to jobs10@swlaw.edu.

Share: