Faculty and Academic Services Coordinator

The Faculty and Academic Services Coordinator provides high-level administrative, operational, and academic support to faculty and the Faculty and Academic Services department. This position coordinates a range of faculty-facing and student-facing academic processes. The Coordinator serves as a key point of coordination among internal and external stakeholders.

Essential Duties and Responsibilities

Course Preparation and Instructional Materials

Coordinate the collection, review, tracking, and posting of syllabi and First Reading Assignments each academic term.
Review course documents for completeness, formatting consistency, and compliance with institutional policies.
Manage textbook adoption and instructional-material workflows. .
Research and secure copyright permissions or licenses when applicable and maintain related documentation.
Assist faculty with document creation, editing, formatting, scanning, and printing.
Coordinate with the Digital Accessibility Program Manager regarding document remediation needs.

Exam Administration and ExamSoft Support

Coordinate faculty exam communications, including exam memo templates, reminders, and submission timelines.
Maintain exam documents and tracking spreadsheets for accuracy.
Communicate with faculty to obtain review, revisions, and final approval of exam materials and communicate with stakeholders accordingly. Create and manage ExamSoft templates for in-person and online exams.
Verify exam questions, instructions, settings, timing, and accommodated and non-accommodated rosters.
Process multiple-choice exam results and provide partial and final reports to faculty in a timely manner.
Support exam proctors and students with ExamSoft and Examplify issues during examinations.
Coordinate exam-day logistics, including room schedules, signage, accommodated room setup, and required materials.

Academic Data, Rosters, and Seating Charts

Prepare and maintain academic and exam-related reports using Colleague, Informer, and related systems.
Maintain key term-based documents, including the Master Detail Chart, Course Tally spreadsheet, course rosters, attendance rosters, and initial tracking documents.
Coordinate SeatGen updates with Information Technology.
Prepare and modify import files, including combining cross-listed courses and SCALE sections where appropriate.
Create, distribute, and update photo rosters and grid rosters for faculty.
Complete and revise faculty seating charts before and after the add/drop period.
Ensure Student Lived Name updates are reflected accurately across rosters and seating materials.

Course Evaluations and Grade Verification

Administer course feedback and reflection forms through Class Climate each academic term.
Create course-specific surveys in accordance with departmental procedures.
Confirm final class dates with faculty and maintain related tracking documents.
Communicate with faculty regarding survey launch timelines and student completion windows.
Coordinate with the Vice Dean’s Office regarding survey release and grade-release timelines.
Support faculty grade verification processes through AppointLink.
Monitor grade verification progress, maintain tracking records, follow up on outstanding items, and escalate system or policy issues as needed.

Faculty Services and Departmental Operations

Support a professional, organized, and service-oriented environment for faculty and departmental operations including faculty workrooms. .
Assist with additional Faculty and Academic Services, Vice Dean’s Office, and Dean’s Office projects as assigned.

Required Qualifications:

Bachelor’s degree; at least 2-3 years of experience related to the duties and responsibilities specified.
Prior administrative or higher-education experience preferred.
Strong organizational and multitasking skills.
Excellent written and verbal communication skills.
High level of accuracy, attention to detail, and follow-through.
Ability to work professionally and diplomatically with faculty, staff, students, vendors, and external stakeholders.
Proficiency with Microsoft Office, Excel, Outlook, shared drives, and database or tracking systems.
Ability to learn and use institutional systems such as Colleague, Informer, ExamSoft, Examplify, AppointLink, Class Climate, SeatGen, Canvas, Monday.com, and other academic technology platforms.

Preferred Qualifications:

Experience working in a law school, university, or academic environment.
Familiarity with law school academic operations, exam administration, grading workflows, and course evaluation processes.
Experience with ExamSoft/Examplify or similar exam-administration software.
Experience with student information systems, reporting tools, or academic databases.
Experience coordinating textbook adoption, course materials, copyright permissions, or instructional material production.
Familiarity with accessibility standards and document remediation workflows.

Knowledge, Skills, and Abilities:

Ability to interpret and follow institutional policies, academic procedures, and departmental guidelines.
Strong project-management skills.
Customer-service oriented.
Ability to work independently while also collaborating effectively with team members and other departments.
Ability to prioritize competing requests during high-volume academic periods, including the beginning of term, examination periods, grading deadlines, and course evaluation cycles.
Professional judgment, discretion, and reliability.

Working Conditions

This position operates in a professional academic office environment and requires regular interaction with faculty, staff, students, and external stakeholders. The role may require periods of increased workload during term preparation, examination periods, grade verification, and course evaluation cycles. Some responsibilities may require walking between campus offices, classrooms, faculty workrooms, exam rooms, the Print Shop, or other campus locations.

Salary: $27.00/hour

Please send a cover letter and resume to jobs4@swlaw.edu to be considered for this position.