Assistant to Dean, School of Law

Assistant to the Dean, School of Law (Open)

The Assistant to the Dean provides high-level and varied administrative support to the Dean and Associate Dean for Administration ranging from standard to complex for an individual, group and/or unit (Dean's Suite) requiring high level expertise and independent decision making. The role works on administrative assignments that require research, initiative, anticipation of needs, independent judgment, discretion (especially in dealing with sensitive and highly confidential matters), and specialized knowledge and abilities.

The Assistant to the Dean leads or assists with ad-hoc or recurring projects. The responsibilities require significant collaboration and coordination with others within and outside of the unit and extensive knowledge of the organization. This position will serve on and assist the senior leadership team of the law school. The position will primarily be on-campus with some remote work possible.

Calendar, Project & Stakeholder Management

• Independently manage complex calendars and meeting schedules for the Dean and Associate Dean for Administration based on an understanding of shifting priorities.
• Provide briefings for meetings, presentations, and discussions by anticipating needs, researching, and gathering critical details to facilitate informed and timely responses, discussions, and task management.
• Handle and organize confidential correspondence and information for the Dean and Associate Dean.
• Assist in the preparation, drafting, and dissemination of special reports, faculty annual reviews, promotion and tenure notifications, post-tenure review materials, annual faculty forms, stipend notifications, and presentations when needed.
• Support staff management and team meetings and provide follow-up on action items.
• Lead or significantly contribute to recurring or ad-hoc projects, including providing support or guidance to other staff.
• Responsible for answering questions, providing guidance, and disseminating information on behalf of the Dean.
• Assist in drafting, interpreting, and communicating policies.
• Proactively identify and assist with the resolution of administrative problems.
• Maintain high-level knowledge of the informal and formal department goals, standards, policies, and procedures including familiarity with other departments in the school/division.

Management of Dean's Suite Operations

• Manage operations of Dean's Suite, including front desk set up and coverage, shared supplies, and equipment, and perform other general office management for the Dean's Suite/Administration Suite necessary for efficient operations (e.g. assisting with space issues and organization, room reservation requests, technology needs, managing Dean's Suite files, email accounts, etc.).
• Manage administrative projects as assigned
• Lead development, updates, and socialization of policies and procedures related to administrative matters, including:
• Onboarding
• Directories
• SOL faculty and staff Listservs
• Staff and faculty administrative resources Teams site
• Assist in new colleague onboarding and offboarding consistent with policies and protocols (e.g., office selection, name signs, keys, office cleanings, technology, etc.).
• Lead purchases necessary for law school operations (i.e. replacement technology, tables for events, furniture for areas in the law school, aging appliances, etc.) and coordinate the purchase of office supplies across teams to ensure need, streamlining, and cost effectiveness.
• Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements as needed.

Dean's Suite Meeting and Event Logistics

• Lead and/or assist with planning and implementation of events as needed, including serving as the lead project manager for Commencement (coordinating logistics and implementation across teams), as well as supporting and/or leading awards ceremonies and retreats.
• Serve as a site visit coordinator for ABA site visit managing all logistics for external team, space usage in building, travel, and hotel needs. Manage communications with external team chair, setting meetings, etc.
• As needed,…