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Administrative Assistant, Law Student Services

Company: Chapman University
Location: Orange
Posted on: February 16, 2020

Job Description:

Position Summary InformationJob Description SummaryThe Administrative Assistant for Law Student Services is a front desk, forward facing role in the the Center for Student Engagement (CSE), and supports three key areas for students: the Career Services Office (CSO), the Student Affairs Office, and the Office of Academic Achievement. The Administrative Assistant will greet and assist guests of the CSE, including students and employers, and will help coordinate and support a variety of departmental programs, events, initiatives, and personnel. The Administrative Assistant will be required to multi-task and juggle assignments from various constituents, and should be able to provide excellent service, as well as focus on and complete assignments in a timely manner despite interruptions due to high traffic in the CSE. This is a non-exempt full-time staff position.ResponsibilitiesCAREER SERVICES:

  • Provide administrative support to the Assistant Dean for Career Services to plan and execute the Law Schools recruiting programs and other CSO events and initiatives.
  • Assist with logistics for on-campus interviews and other CSO events, including room reservation, parking permit reservation, and room set up.
  • Monitor various job boards, as assigned by Assistant Dean, to identify employment opportunities for students and alumni.
  • Post positions on Symplicity job board and assist with postings for recruiting programs.
  • Assist with collecting and entering employment data reported to various entities including the American Bar Association and the National Association for Law Placement; ensure accuracy of all data entered.
  • Correspond with students and employers at the direction of the Assistant Dean regarding job postings, networking events, and CSO programs and services.
  • Assist with drafing and creating newsletters, emails, flyers and other written materials to promote CSO services and programs to students and employers.
  • Assist the Assistant Dean in keeping records, developing data, and managing data as needed.
  • Other administrative tasks as assigned by the Assistant Dean.STUDENT AFFAIRS:
    • Support the Assistant Dean for Student Affairs in facilitating various student services, including but not limited to student organizations, student programming, student communication, and special projects.
    • Assist in organizing large student affairs events such as Orientation, Graduation Banquet, Graduation, and Swearing-in Ceremonies.
    • Assist in coordinating annual revisions to the Student Handbook and the Student Photo Directory.
    • Promote communication through assistance with weekly e-newsletter, flyers, and other creative means of communication.
    • Assist the Assistant Dean in keeping records, developing data, and managing data as needed.
    • Connect students in emergency or in crises with Assistant Dean or other appropriate administrator(s).
    • Other administrative tasks as assigned by the Assistant Dean.ACADEMIC SUPPORT:
      • Support the Director of Academic Achievement in scheduling, planning, and preparing materials and supplies for programs and meetings to promote students academic achievement.
      • Communicate with students and stakeholders regarding appointments, programming, and/or support initiatives at the guidance of the Director.
      • Assist the Director of Academic Achievement in keeping records, developing data, and managing data as needed.
      • Other administrative tasks as assigned by the Director.GENERAL DUTIES WITHIN THE CSE:
        • Greet, assist, and direct students and other constituents to appropriate departments in and out of the CSE.
        • Handle confidential and sensitive information appropriately.
        • Answer telephone calls, emails, and face to face inquiries; pass them along to appropriate constituents.
        • Maintain supplies inventory by checking stock to determine inventory level, order and anticipate needed supplies.
        • Maintain a clean and professional environment within CSE.
        • Coordinate repairs to office equipment and resolve administrative challenges by utilizing good judgment and problem solving.
        • Other administrative tasks as assigned by supervisors.Required Qualifications
          • Experience providing administrative support to multiple departments or supervisors.
          • Bachelors Degree or equivalent combination of education and experience.
          • Strong technical skills and experience in using spreadsheets and databases, preferably of Excel and Microsoft Office Suite applications, with ability to learn and use the enterprise systems and tools needed to perform functions of the position.
          • Strong analytical skills to understand and analyze basic statistics.
          • Excellent communication and interpersonal skills to interact with diverse individuals and groups at all organizational levels and with external contacts in a tactful, diplomatic, and confidential manner. Good judgment is critical.
          • Outstanding writing, proofreading, and editing skills to prepare clear and grammatically correct correspondence and reports. Strong attention to detail.
          • Demonstrated commitment to customer service and teamwork.
          • Ability to learn and comply with FERPA regulations as well as other policies and regulations.
          • Excellent organizational skills with the ability to prioritize multiple projects and complete tasks on time.
          • Ability to work in a busy office environment with many interruptions.
          • Problem-solving skills to address concerns and situations in a timely manner.
          • Ability to take direction and carry out a plan of action.
          • Ability to answer phone calls, take messages, and use standard office equipment.Desired Qualifications
            • Working knowledge of career services, student support, or academic success at a higher education institution.
            • Similar experience at an ABA-accredited law school.Special Instructions to ApplicantsChapman University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law. The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply. Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, Chapman University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law. The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply.Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, and upon accepting and returning a signed original Agreement to Arbitrate.Position Title: Administrative Assistant, Law Student ServicesPosition Type: StaffJob Number: 20170777Full or Part Time: Full TimeEmployee Status: RegularPosting Date: 01/30/2020

Keywords: Chapman University, Orange , Administrative Assistant, Law Student Services, Administration, Clerical , Orange, California

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