Office Assistant 7

Job Title:

Office Assistant VII, Academic and Bar Exam Success Program, School of Law

Job Summary:

The University of San Francisco School of Law is seeking an individual to provide comprehensive administrative support for the Academic and Bar Exam Success (ABES) program, which includes accounting tasks, facilities requests, programmatic work, office operations and special projects. The successful candidate will work with minimal supervision to solve complex administrative challenges and will be flexible, organized, conscientious, discreet, professional, and detail-oriented. The position reports to the Senior Director for Faculty and Academic Services and is also supervised by the ABES faculty Co-Directors.

Full Job Description:

Job Responsibilities

• Work directly with the Co-Directors to provide administrative support for the ABES program.

• Update program information and communications including Canvas and the USF website to support student usage of ABES resources.

• Assist professors with the registration of UWorld (or other commercial partner) questions and liaison with the student inquiries.

• Assist with the preparation and administering of simulated bar exams, Mastery Monday sessions, bootcamps, and other workshops.

• Assist in providing student and graduate support by answering questions and problem-solving as needed.

• Maintain appropriate student and program records including tracking program requirements.

• Assist the Co-Directors in tracking program budgets, reviewing reports and processing invoices and expense reports and related paperwork.

• Keep an agenda of ongoing tasks and facilitate ABES team meetings using that agenda.

• Draft and send surveys to graduates to assess effectiveness of ABES summer program and schedule and run ABES team meeting to discuss results of survey.

• Make strategic recommendations for programmatic improvements at the end of bar cycles and semesters. Assess student and graduate needs to continuously expand offerings.

• Maintain ABES Canvas pages, including but not limited to posting updates and messages, creating zoom links and managing recordings, answering student and graduate questions about Canvas pages, and checking to make sure links and files are accessible.

• Assist the Co-Directors in the creation of reports and data analysis as needed.

• Maintain data tracking systems, update, assess their accuracy, and make more usable during bar prep cycles.

• Conduct comprehensive data analysis to support executive decision-making.

• Administer multiple platforms (UWorld, Canvas, Tableau), manage technical integrations, troubleshoot system issues, coordinate with IT and CIPE, and serve as technical liaison.

• Plan events, including managing RSVPs, room reservations, ordering food within the budget, and setting up and taking down all necessary items so events can run smoothly. 

• Coordinate ABES team use of facilities such as moves, keys, signage, purchase of office equipment, obtaining guest parking permits, upkeep and other needs as necessary.

• Onboard new graders and tutors.

• Perform other administrative tasks as necessary such as scheduling appointments, photocopying, faxing, ordering lunches, shipping, sorting mail, answering phones or providing reception service.

• At all times work as a team-member to ensure the smooth, professional, and efficient running of ABES.

• Coordinate ABES programming with other law school departments and University offices.

• Serve as a member of the Faculty Services Office team, providing support for the team as needed.

• Support the transition to the NextGen Bar Exam as needed.

• Additional duties as assigned.

Minimum Requirements

• Understanding and commitment to USF’s mission, vision, and values.

• Post high school education or training, or experience equivalent to 5 years of increasingly responsible work experience in a mid-level support role and proven administrative responsibility will be considered.  B.A. preferred. 

• Demonstrated ability to juggle multiple responsibilities and competing priorities in a fast-paced environment while remaining calm and professional.

• Exceptional organizational and time management skills.

• Demonstrated ability to work independently and resolve problems, seeing projects through to their completion.

• Highly attentive to detail and accuracy.

• Exceptional verbal and written communication skills.

• Proven ability to be discreet when dealing with sensitive and confidential information.

• Strong service-oriented disposition.

• Strong computer skills including Microsoft Office Suite (Word, Excel, PowerPoint).  Strong computational, analytical and advanced Excel skills preferred.

• Team-oriented individual who is open to giving and receiving feedback

• Experience with or the ability to work with a diverse student body, faculty and staff.  Strong equity lens, cultural humility and proven ability to work well in a diverse context.

Additional Knowledge, Skills, and Abilities

Ability and willingness to occasionally lift and carry up to 40 lbs.

Full-Time/Part-Time:

Full time

Pay Rate:

Hourly

Salary Range :

$34.00/hour