Office Coordinator, School of Law

Position Title: Office Coordinator, School of Law

Department: School of Law

Advertised Pay: $18.17/hour with the potential for a higher entry rate commensurate with experience.

Campus Location: Washburn University

The screening committee will review all eligible applications submitted by April 25, 2024

Special Instructions to Applicants:
The interview process may require completing a skills assessment to determine the candidate’s proficiency in the software and skills needed to perform the position's essential functions. If additional testing is required, the information will be provided to selected candidates during the interview process.

Position Summary: The School of Law (SOL) Office Coordinator is responsible for providing high-level administrative support and coordination in support of the Dean and the School of Law. This position requires a commitment to providing high levels of service, effective communication skills, the ability to exercise good judgment in a variety of situations and exceptional organizational skills. The Coordinator performs a variety of administrative activities requiring advanced/specialized knowledge and skills. The work requires in-depth knowledge of program policies, procedures and information systems to communicate and process information. The Coordinator must maintain the confidentiality of all employee and student records.

Essential Functions:
• Provide and/or oversee administrative support to the Dean’s and associated staff. This support includes managing calendars, scheduling appointments and meetings, answering phones, assisting visitors, reviewing and controlling incoming/outgoing correspondence and operational commitments and deadlines.

• Compose correspondence and respond promptly to specific requests for information or assistance and perform the necessary research to ensure the provision of accurate and comprehensive responses.

• As a central point of contact, facilitate communication between the Deans’ office, students, SOL departments, staff, departments on campus, and external constituencies in the resolution of a variety of day-to-day matters concerning the unit. Apply understanding of policies, procedures and protocols when responding to requests.

• Serve as a liaison representing the SOL with the office of the Vice President for Academic Affairs, other university offices, and external organizations.

• Make travel arrangements as required or requested and prepare travel expense reports.

• Prepare compensation data, research stipends and other supplemental contracts for regular and adjunct faculty. Maintain SOL faculty and adjunct faculty employment files.

• Complete financial tasks, per University policies, regulations and procedures including but not limited to:
Complete appropriate forms to initiate purchases, payments, and reimbursements for travel expenses, equipment, and/or services provided to the SOL;
Monitor all expenses to the SOL travel card and process the travel and procurement account credit card statements for payment;
Compile data to create reports that provide information for budget analysis and planning and to assist with budget preparation; and
Coordinate purchase and inventory of office supplies for the SOL.

• Assist with recruitment and hiring of faculty and staff.
Central point of contact for AALS faculty recruitment conference. Make all travel and meeting arrangements for committee members;
Coordinate travel arrangements with Human Resources for faculty and staff recruitment candidates;
Prepare interview schedules and reserve rooms for candidate visits to the SOL;
Coordinate travel arrangements for return visits by the candidates, if needed; and
Prepare new employee forms.

• Prepare contract referrals for law school and undergraduate students employed by the SOL. Process time sheets for student payroll on a bi-weekly basis.

• Coordinate “First Week” and Group Leader activities for the Associate Dean for Student Affairs. In her absence, prepare student Emergency Loan paperwork.

• Submit and track daily facilities requests. Maintain postage and signature machines.

• Provide notary services for students, faculty, and staff.

• Collect and compile data to produce reports for both internal and external purposes, including the faculty portion of the ABA annual questionnaire and the SALT survey.

• Establish and maintain appropriate records for the SOL including contracts, faculty meetings, and SOL accreditation communication.

• Assist with the maintenance of the SOL calendar. Reserve rooms as requested.

• Provide backup and assistance to other Deans’ office staff in their assignments.

• Perform additional job-related duties as assigned or as appropriate.

Required Qualifications:
• Bachelor's degree OR a combination of postsecondary education and additional administrative support experience equivalent to a degree.
• Proficient in Microsoft Office Excel, Word, Outlook software.
• Demonstrated effective communication abilities.
• Proven skills in managing varying/competing tasks with multiple stakeholders, in a rapidly changing office with frequent interruptions.
• Demonstrated effective organizational skills with the proven ability to perform and prioritize multiple tasks successfully with effective attention to detail.
• Demonstrated ability to interact professionally, and establish and maintain professional relationships with key stakeholders within the University and external stakeholders.
• Demonstrated proactive approaches to solving problems and making appropriate decisions.
• Ability to work well as part of a diverse team, as a highly resourceful team-player, with the ability to be effective independently.
• Proven ability to handle confidential information with discretion.
• Willingness to undertake new projects and work with minimal supervision.

Preferred Qualifications:
Additional years of demonstratively relevant experience in a professional office environment. Experience at the collegiate level.
Familiarity with Banner Software or other educational administrative software.
Experience providing meeting and/or event coordination.

Full time Hourly Mon-Fri 8am-5pm, Background Check Required