SCALE Program Coordinator

Trailblazing since 1975, Southwestern Law School’s two-year accelerated J.D. program focuses on integrating substantive knowledge and professional skills instruction. By introducing additional innovations in recent years, SCALE has also kept pace with the growing demand of law students for both structure and flexibility in a two-year immersion program.

The SCALE Program Coordinator provides administrative support to the Associate Dean and Associate Director of SCALE by contributing to office operations and productivity. The SCALE Program Coordinator demonstrates strong organizational and time management skills in a fast-paced environment while maintaining the ability to meet deadlines.

This is an in-person position with some remote work available. The SCALE Program Coordinator reports to the Associate Dean for SCALE and is non-exempt.

Key responsibilities:

SCALE Office Administrative Duties

  • Answer the office main line and monitor email, ensuring timely responses to inquiries or referring as needed. Make sure to cc or bcc the Associate Dean and Senior Assistant Director on responses to ensure the email has been handled.
  • Serve as an ex officio member of and provide logistical and administrative support (including preparing draft agendas and minutes) to the SCALE Committee.
  • Manage SCALE calendars (e.g., SCALE I and II class schedules on Outlook, PDF, and EMS).
  • Provide a weekly report with status updates on assigned duties to the Associate Dean and the Senior Assistant Director of SCALE. Weekly reports should include a heading for each category of duties listed under the SCALE Coordinator responsibilities. (Admissions and Lawyering Practicum included only when in effect. For Budget Management, included only in the last weekly report of the month unless stated otherwise.)
  • Facilitate communication with various stakeholders regarding SCALE events and program updates.
  • Coordinate with the Senior Assistant Director for tasks as assigned.
  • Report issues, problems, or request approvals from the Associate Dean.
  • Maintains the SCALE – Current Students CANVAS page up-to-date.
  • Assists with the office’s non-personnel budget by monitoring expenses, submitting invoices for payment, and preparing budget proposals, as assigned.

Course Set-Up

  • Formats and updates syllabi, first reading assignments, and booklists for courses each Quarter, including posting to the SCALE Canvas page.
  • Coordinates with Faculty Support to review and finalize course materials.
  • Coordinates with Faculty Support to create and distribute attendance and photo rosters for courses each Quarter.
  • Assists with communicating with faculty regarding submission deadlines.
  • Coordinates with the Bookstore to ensure that book adoption information has been submitted for each course.

Events & Programming

  • Outlines and proposes potential dates, times, venue, and food roughly one month in advance of program events and presentations, coordinating with other departments as necessary.
  • Annual Events/Programs
  • Plans and assists with the execution of each program, event, and presentation once logistics are confirmed with the Associate Dean, Senior Assistant Director, and other stakeholders, as necessary.

Lawyering Practicum

  • Oversees the entirety of the Lawyering Practicum course under the supervision of the Associate Dean and Senior Assistant Director.
  • Communicates and follows up with the course faculty regarding course set-up and progress.
  • Handles calendaring and logistics (rooms and food) of course sessions (e.g., overview, topic/section introduction, and individual section sessions).
  • Coordinates with the Instructional Designer and course faculty to set up and manage the Canvas pages.
  • Keeps track of student point data and submits reports to the Associate Dean as requested.
  • Completes all course set-up (see section above) for the Lawyering Practicum.

Admissions

  • Communicates with prospective students regarding deadlines, financial aid, study abroad programs, and other key information related to SCALE admissions.
  • Redirects prospective students to the Senior Assistant Director or other departments when needed.
  • Assists with compiling, tracking, and analyzing SCALE admissions data (e.g., outreach, interviews, admitted students).
  • Reports weekly admissions data to the Associate Dean and Senior Assistant Director, or as instructed.
  • Drafts and submits interview form responses based on the Associate Dean’s interview notes.
  • Completes other admissions-related tasks as assigned.

Marketing

  • Maintains the SCALE webpage and webpage information/sections up to date by coordinating with Co-Mark.
  • Coordinates with Co-Mark to create and post SCALE-specific content on Southwestern social media sites (should take up no more than 3 hours on average per week).
  • Creates social content calendars in accordance with campus events, admissions cycle, and program events.
  • Ensures SCALE branding is consistent with Southwestern branding by referencing the Co-Mark Media Assets webpage.

Student Services

  • Manages and maintains the SCALE Canvas page up to date.
  • Creates and distributes a weekly newsletter to students through a shared page students can access, under the supervision of the Associate Dean.
  • Communicates and coordinates with Registrar’s Office to ensure the timely distribution of graded exams.
  • If digital copies, distribute to students via individual OneDrive folders. If physical, ensure that the copies have been scanned, and have students sign them out.
  • Tracks exam returns by faculty and follows up as needed.

In addition to the above enumerated duties, the SCALE Office Coordinator will fulfill other duties as assigned by the Associate Dean for SCALE and the Senior Assistant Director for SCALE.

Minimum Job Requirements

  • Bachelor's degree with at least 2 years of experience working in administrative or clerical services or in event coordination.
  • Advanced education beyond a Bachelor’s degree may substitute for experience on a year-for-year basis.

Knowledge, Skills, and Abilities Required

  • Ability to provide excellent customer service, including phone etiquette.
  • Ability to promote a professional academic environment and provide effective student-centered assistance.
  • Ability to work with a diverse group of students, faculty, and staff.
  • Ability to comply with FERPA policies when dealing with sensitive and confidential information.
  • Excellent interpersonal skills for working with a diverse group of different backgrounds.
  • Excellent computer skills and proficiency in MS Word, PowerPoint, Excel, Zoom and Outlook.
  • Possesses strong skills of proofreading, grammar, punctuation and spelling.
  • Exhibits strong written and verbal communication skills.
  • Strong organizational and time-management skills, including attention to detail, and the ability to prioritize to meet deadlines.
  • Exhibits strong critical thinking.
  • Ability to problem solve.
  • Possesses strong research skills.
  • Ability to multitask in a fast-paced environment, while effectively maintaining good judgment.
  • Ability to work independently as well as in a team environment.

Salary: $24.04/hour

Please send a cover letter and resume to jobs11@swlaw.edu to be considered for this position.