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| Detailed Job Information |
| Job Number: |
840 |
| Title: |
Executive Assistant |
| Department: |
School of Law |
| Class: |
Full-Time |
| Position Type: |
Exempt Staff |
| Salary: |
Commensurate with experience. Upon eligibility, employees may participate in the benefits plans available to employees, such as medical/dental/vision coverage, 403(b) retirement plans, tuition remission, paid holidays, sick leave, and vacation. |
| Post-Date: |
2009-09-24 |
| Deadline: |
Open until filled. |
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| BASIC FUNCTION AND SCOPE OF JOB |
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Perform a variety of highly responsible administrative and clerical duties in support of the Dean of the School of Law and other senior staff as needed.
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| ESSENTIAL FUNCTIONS |
• Administrative support for the dean will include maintaining the dean's complicated calendar; professional memberships; establishing and maintaining electronic and hard copy file systems; coordinating travel planning; drafting correspondence, memos, reports, grant requests, and proposals as needed; project and event support; assisting in regional and national mailings and keeping current the related mailings lists; maintaining documents, confidential files and faculty tenure records; and reconciling the dean's corporate account and reimbursement submissions.
• Facilitate, with direction from the dean and in coordination with other Dean's Office senior staff, the process of issuing full-time faculty appointment contracts and other related contracts as directed.
• Assist as needed in the organization of major law school events; coordinate the two monthly meetings: (1) The faculty meetings that include but not limited to notifying faculty and guests; assisting dean and faculty chair in developing the agenda; acting on behalf of dean as the liaison with faculty committees; distributing and maintaining records of meeting materials; taking and transcribing meeting minutes; and arranging for meeting space, A/V and catering services; (2) The law staff meetings; coordinating and publishing, in collaboration with senior staff, the agenda and keep current personnel anniversary records, securing necessary materials, and facilitating catering services when needed.
• Maintain ABA, AALS, WASC accreditations and State Bar of CA Bar Examiner files and correspondence for the law school; distribute information to law faculty and administration as well as university administration as appropriate.
• Assist with special projects for faculty, deans and senior staff. Assist in preparing formal reports in various forms as required by the dean.
• Act as liaison as needed on behalf of dean with other law school and university departments on special projects (i.e., ABA, WASC site visits, student services, law career services, alumni, etc.). Function as dean representative on law school committees as directed.
• Monitor and maintain approval records of all law faculty travel. Assist student organizations and other travelers as needed (i.e., environmental competitions, moot court competitions, etc.)
• Publish and keep current in collaboration with other university offices the law school directory information. Ensure national and regional law school related directories are kept current.
• Supervise the use of and maintain the Dean's Conference Room and related facilities.
• Recommend organizational and procedural changes affecting administrative activities.
• Provide dean's suite front desk coverage during breaks/as needed for administrative assistant.
• Other related duties, as assigned.
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| QUALIFICATIONS |
• Bachelor's degree required. Five to seven years of increasingly responsibility in office management within a non-profit or educational setting is ideal. Prior experience as an executive assistant is preferred. Experience in a university academic administrative environment is a plus.
• Outstanding written and oral communication skills and sophisticated interpersonal skills.
• Effectively handle simultaneous projects and activities.
• Excellent administrative and organizational skills; ability to manage projects and events of various sizes from inception to completion.
• Detail-oriented with an awareness of the big picture and planning to meet these long term goals.
• Sound knowledge of principles, methods and practices of electronic and hard copy record keeping and report writing.
• Knowledge of modern office practices, procedures and equipment.
• Sensitive to confidentiality in relation to all forms of communication.
• High-level knowledge of the full Microsoft Suite is required as well as high level of knowledge of social networking sites such as Facebook, Twitter, etc is desirable. Colleague or other related student information software experience is valued, and knowledge of the Oracle platform if a plus.
Golden Gate University, founded in 1901, is an Equal Opportunity Employer.
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Prospective Students
