Administrative Assistant for Law Student Services

2 weeks ago

Orange, United States Chapman University Full time
Job Description Summary The Center for Student Engagement (CSE) serves as a one-stop shop for students, housing three departments: 

Academic Achievement,  Career Services Office (CSO) Student Affairs. 
The Administrative Assistant for Law Student Services is a front desk, forward-facing role in the CSE that supports all three departments. The Administrative Assistant will greet and assist students and CSE guests; help coordinate and execute various departmental programs, events, and initiatives; provide a variety of administrative support functions, including preparing newsletters, data entry, email correspondence, supply orders, and expense reports. The Administrative Assistant will be required to manage several projects simultaneously, handle assignments from various constituents, provide excellent service, and complete assignments with high quality in a timely manner despite interruptions due to high traffic in the CSE. This is a non-exempt, full-time staff position. Responsibilities Event Planning Facilitate and execute all event planning logistics. Create flyers advertising CSE, CSO, Academic Achievement, and Student Affairs events. Reserve rooms, create RSVP forms, track event attendance, create Google forms for event registration, prepare event signage, reserve parking permits, set up rooms, and order catering and food. Collaborate with Events Coordinator to ensure seamless execution of events. Provide support for larger-scale events, including on-campus interviews, orientation, and commencement.
Communications Correspond with students, employers, and other internal and external constituencies. Draft multiple weekly e-newsletters utilizing MailChimp, Symplicity, and other platforms. Data Entry and Management Enter job posting, employment, and student data into internal databases. Enter on-campus interview data into internal database. Run CSO monthly reports detailing student and employer engagement.
Front Desk and Suite Management Greet guests, answer questions, and direct guests to appropriate departments. Reserve conference rooms and private rooms. Handle requests for equipment repair and IT support. Answer telephone calls, emails, and face-to-face inquiries. Maintain supply inventory. Maintain a clean and professional environment within CSE.
Faculty Support Provide administrative support to faculty members. Make copies, process exams, and enter grades.
Other Duties as Assigned Compile and organize bar exam materials. Update website and Canvas pages. Update student handbook and photo directory. Process expenses and invoices through Concur. Maintain files in shared databases. Support academic fellow scheduling. Assist with other duties as assigned. Required Qualifications Bachelor’s Degree Strong technical skills and experience in using spreadsheets and databases, preferably Excel and Microsoft Office Suite applications, with the 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. Experience providing administrative support to multiple departments or supervisors. Experience providing administrative support in a high-volume and high-traffic environment.

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