Executive Assistant to the Dean, School of Law

Executive Assistant to the Dean, School of Law

Posting # : 5285

Position Status : Full-time regular

Location : San Diego

Position Type : Staff, School of Law

Position Title & Department :

Executive Assistant to the Dean, School of Law; School of Law

Posting #

5285

Department Description :

USD School of Law is one of the 84 law schools elected to the Order of the Coif, a national honor society for law school graduates. The law school's faculty is a strong group of outstanding scholars and teachers with national and international reputations and currently ranks in the top 20% (36th out of 204) among U.S. law schools in scholarly impact according to a 2018 study. The school is accredited by the American Bar Association and is a member of the Association of American Law Schools. Founded in 1954, the law school is part of the University of San Diego, a private, independent, Roman Catholic university chartered in 1949.

University Description :

The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges.

Detailed Description :

Provide direct support for the Dean of the School of Law. Responsible for organizing, managing, and assisting in the day-to-day functions of the Dean's Office, including correspondence, calendars, travel arrangements, meetings, mail distribution, and phone inquiries. Assumes responsibility for coordinating the law school's Master Calendar. Serves as the Dean's Office liaison for the faculty, students, and staff. Drafts, edits, and produces correspondence, reports, summaries, and other documents. Independently responds to requests for assistance, tracks unresolved issues, inquiries, and tasks to ensure timely response and resolution. Drafts and organizes briefing materials / presentations, coordinates seminars, conferences, and meetings for the Dean. Assists the Dean with research and preparation of reports, scholarship, and teaching. Handles internal and external liaison, schedules and coordinates activities for visiting professors and law school guests. Processes business transactions such as contracts, reimbursements, and requisitions. Maintains highly confidential files. Responsible for independent problem solving and performs duties with a professional level of customer service, courtesy, and confidentiality. Exercises excellent judgement and discretion at the highest executive level.

Duties and Responsibilities :

• Provides administrative assistance to the Dean.
• Manage the Dean's short and long-term calendar, including scheduling meetings and coordinating agendas.
• Review and track correspondence submitted to the Dean's Office.
• Make all arrangements for social and business functions for the Dean.
• Coordinate travel arrangements, both domestic and international, for the Dean.
• Coordinate law school sponsorships for events.
• Acts as a source of information for faculty, staff, students and external constituents.
• Composes and processes communications, memoranda, etc. to faculty, administration, staff, and other constituents of the law school.
• Prepare briefing materials / documents and packets for meetings, seminars, and presentations.
• Processes expense reports, petty cash and check requests for special programs.
• Prepares contracts and provides assistance to all full-time faculty.
• Prepares highly confidential contracts and files.
• Maintain database of faculty. Maintain faculty contract and performance files. Prepare and track various stipend, research grants, and other faculty agreements.
• Provide support for Faculty Appointments Committee, Faculty Advisory Committee, and Faculty Development Committee.
• Responsible for law school's Master Calendar. Coordinate scheduling requests for the law school Master Calendar.
• Acts as a source of information for faculty, staff, students, and external constituents.
• Assists in contacting tenured and other faculty for presentation scheduling.
• Confers with Dean and Associate Dean on specific scheduling issues and works to resolve the conflicts with other units.
• Provides administrative support for the Dean's academic responsibilities.
• Prepare drafts of articles and books as part of the Dean's scholarly research. Assist the dean with gathering information for his scholarship and teaching.
• Prepare detailed reports and materials for the Dean.
• Assists with US News, AALS, and ABA reporting and accreditation.
• Helps coordinate all annual reporting requirements and disclosures. Tracks faculty counts and reporting classifications.
• Assists Vice Dean and Assistant Dean, Finance and Administration to coordinate logistics and other special needs during ABA site visits.
• Represent the law school in a professional manner.
• Answering phones and greeting guests for the Dean.
• Coordinate faculty meetings.
• Supports the Law School Vice Dean in the absence of the Executive Assistant to the Vice Dean.
• Assists with filing, mail system, etc. as needed in the Dean's Office.
• Maintain Dean's Office storage room.
• Other duties as assigned.

Special Conditions of Employment :

Background check : Successful completion of a pre-employment background check.

Degree Verification Requirement : Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Job Requirements :

Minimum Qualifications :

Preferred Qualifications :

Performance Expectations - Knowledge, Skills and Abilities :

Posting Salary :

$27.00 - $31.00 per hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD : Human Resources : Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Special Application Instructions :

Resume and Cover Letter Required

Click the 'Apply Now' button to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers' review. If you have any questions or difficulties please contact the Employment Services Team at jobs@sandiego.edu.

Additional Details : 37.5 Hours per week

Closing date : Open until filled

Note : External job postings will be up for at least three days. After that time, applications will be reviewed by the hiring manager / committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu / smokefree.

Advertised : September 25, 2025 Pacific Daylight Time

Applications close :

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