Administrative Assistant, Board of Advocates & Office of Public Service; HR Administrative Assistant II

Administrative Assistant, Board of Advocates & Office of Public Service

This role is an on-campus, in-person position. This position performs administrative tasks for the Board of Advocates and the Office of Public Service and assists in operational and programmatic aspects for both offices. This position also performs a wide variety of administrative tasks for several faculty members at the law school, including clerical support, publication support and editing work, travel planning, meeting set-up logistics, scheduling, processing reimbursements, exam support, and other duties.

Essential Functions:

• Board of Advocates:
  Work cooperatively with Assistant Clinical Professor of Legal Advocacy and Director of Legal Advocacy Programs, staff, and students to organize, administer, and assist with oversight of the school's advocacy program to minimize wasteful spending and mistakes in booking travel, hosting events, and otherwise pursuing the program's goals. Coordinate and book travel and complete related paperwork for Board of Advocates moot court, transactional, mock trial, and alternative dispute resolution competition teams and on-campus competitions and training.
• Office of Public Service:
  Assist in the planning and implementation of Public Service Office events including Public Interest Law Week, Public Service Career Fair, Public Sector Practice Series, APIL Auction, and Pro Bono Honor Roll Reception; coordinate the Volunteer Income Tax Assistance Program; maintain the PS website; and keep information about public service placements updated and current. Maintain data on entire law student body concerning public service hours completion status, including name of each placement site as well as number of hours completed at each site.
  
  Run status reports on each graduating class and track total hours per class as well as total since inception. Submit completed hours to the Registrar monthly. In coordination with the Office of Career Services, assist in posting daily public sector career and internship opportunities on Peruna Pro and provide support with GPI externship program as needed.
• Faculty Support:
  Provides clerical support including keyboarding, composing and editing letters and other documents, copying, scanning, creating and maintaining filing systems, responding to emails, and disseminating information;
  Utilizes multiple technical applications including word processing, electronic calendar, email, and Internet as needed by members of the faculty (including research on Internet). Working with faculty and other staff, coordinates dissemination of and tracking of final exams, and provides information to students and faculty regarding final exams as directed. Edits faculty articles for submission to various publications and otherwise prepares them for submission;
  
  mails reprints to faculty's list of colleagues. Arranges meetings and travel arrangements for conferences, seminars, symposia, and other events; coordinates travel reimbursement and other expense reimbursements. (Miscellaneous) Assist SMU Law Review with anonymization of law review write-on competition packets, covers time out of the office for other administrative assistants and provides overflow support to other administrative assistants as needed. Other duties, as assigned.
  
  Position requires occasional evening work for Public Service, BOA, or conference events.

Qualifications:

• Education and Experience:
  
  High school diploma or equivalent is required. Bachelor's degree is preferred. A minimum of two (2) years of work experience with at least one (1) year of office administration or support is required.
• Knowledge, Skills and Abilities:
  
  Candidate must demonstrate strong interpersonal and verbal communication skills, with the ability to communicate broadly across the University and develop and maintain effective relationships with a wide range of constituencies. Must also demonstrate strong written communication skills and ability to produce clear, concise and error-free written materials. A strong customer service orientation is essential. Candidate must possess strong problem-solving skills with the ability to identify and analyze problems,…