Description :

The Administrative Assistant I reports to the Manager of Faculty Support Services. The Administrative Assistant I performs a wide variety of administrative support tasks for all faculty.

This position will assist in the preparation of letters, reports, examinations, and other detailed material. As well as perform specialized procedures such as text editing, merging, and formatting;

provide information and advice on word processing applications and problems; assist with class scheduling, grade preparations, and seating charts.

The Administrative Assistant will also assist Faculty with reimbursement requests.

Qualifications :

• Bachelor?s Degree required.
• One - two (1-2) years of related work experience performing similar functions.
• An equivalent combination of education and experience may be substituted.
• A thorough knowledge of business English, grammar, spelling and punctuation required.
• Experience with proofreading and formatting a plus.
• Must type at least forty (40) words per minute.
• Requires light lifting and carrying.
• Must be a self-starter and demonstrate a sound work ethic.
• Must demonstrate ability and interest in working with a highly diverse student and employee population.
• Requires a firm commitment to provide exemplary services in a demanding and challenging environment in a personable and professional manner.
• Must be motivated, highly organized, and a self-directed individual with excellent interpersonal skills who can effectively multitask and handle a variety of matters independently in a professional, polished, and mature manner with tact, diplomacy, and appropriate judgment.
• Attention to detail and a degree of accuracy is crucial.
• Must have excellent phone and interpersonal etiquette and must be able to communicate in English with others.

Skills :

• Must possess Intermediate level of computer skills and proficiency using MS Word, WordPerfect 8.0, PowerPoint, Excel and Outlook.
• Knowledge and proficiency in social media required.
• General Internet skills are essential.
• Knowledge of effective internet search properties.
• Experience with database programs required.
• Aptitude for learning new technology.

Duties (include but not limited to) :

• Greet and provide assistance, handle special requests and provide information to staff, students, and faculty (full-time and adjunct).
• Word process letters, reports, classroom instructional materials, examinations, manuscripts, articles, memoranda, and other materials as assigned.
• Provide information and advice on word processing applications and problems.
• Proofread documents for content and formatting errors.
• Consult with staff and faculty on appropriate layout and format of materials to be drafted.
• Prepare Course Materials / Course Packets for faculty.
• At the request of Faculty, organize and prepare expense reports including check requests, mileage reports, business expense reimbursements, petty cash requests and corporate credit card support documentation in accordance with business office policies.
• Assist with recording student attendance.
• Assist faculty with preparing their spreadsheets for their final grades.
• Accurately cross check spreadsheets with exam grades.
• Assist with exam pass back after grade release.
• Promptly and accurately prepare seating charts for Faculty classrooms.
• Promptly and accurately retrieve and distribute incoming mail and facsimile transmissions.
• Maintain the Adjunct Office, Faculty Lounge and Faculty Supply closet, including ordering supplies and keeping the area clean per rotation schedule.
• Post notices in other buildings as needed.
• Prepare outgoing mail and UPS / FedEx packages including prompt delivery to mailroom.
• Proctor exams / make-up exams as needed.
• Assist with organizing and filing all exam documents and keep exam closet in a neat working order.
• Provide coverage for the copy center per assigned rotation including producing copy or assembly jobs in a timely manner, delivering jobs if requested, ordering supplies, placing maintenance calls, and keeping area clean.
• Maintain printers & copiers and supply levels as assigned to rotation coverage on 3rd, 4th floors and Adjunct office 350 building.
• Report meter readings to appropriate vendor.
• Update information on CWSL website including faculty class pages, class cancellation pages, and other information as assigned.
• Work with appropriate level of assistance, instruction and supervision.
• Proactively advise the Manager of Faculty Support Services of project status, potential issues and overall departmental progress.
• Cross-train on other tasks as requested.
• Perform, with team approach, other duties as required.
• Physical Demands
• This position requires working at a keyboard and remaining stationary for long periods of time.
• The employee constantly operates a computer and other office productivity machinery.
• Repetitive movement of hands and fingers.
• The employee needs to occasionally move about the campus and inside the office and position self to access file cabinets, office machinery, etc.
• The position requires frequent communication with others and employee must be able to exchange accurate information.
• The employee must have close visual acuity.
• The employee may occasionally need to lift, carry or otherwise move and position objects weighing up to 40 pounds*.

Compensation : $16.85 - $20.00 per hour

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs.

The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the law school reasonably expects to pay for this position.

The Annual Full Pay Range may be broader than what the law school anticipates paying for this position, based on internal equity and budget.

The law school offers competitive benefits for eligible employees, including, but not limited to :

• Generous employer contribution for Medical, Dental and Vision Insurance (depending on which plan / level the employee elects).
• 403 (b) Employer Retirement contribution of 8% (up to 8k per year) Fully and immediately vested.
• Company Paid Life and AD&D Insurance.
• Paid Long-Term Disability Insurance.
• Flexible Spending Plan.
• Paid Fall Break.
• Paid Winter Break.
• Additional 10 Paid Holidays.
• Accrued Paid Time Off.
• Wellness Programs.

Perks :

• Little Italy / Downtown location for convenient access to great restaurants and after-hour activities.
• Free on-campus parking facilities provided.
• Employee engagement events held both virtually and on-campus.
• On-Campus Convenience Store.
• Complimentary bottomless Specialty Coffee.
• Use of on-campus Law Library facilities.

APPLY NOW

C omplete an application through the CWSL Career Center website at https : / / workforcenow.adp.com / jobs / apply / posting.

html?client 35y2n&ccId 19000101 000001&type MP&lang en US or visit our website at CWSL.edu and search Current Job Openings.

Resume and Cover Letter required.

About us :

Established in 1924, CWSL is an ABA accredited and AALS member, non-profit law school located in downtown San Diego, California.

CWSL has the distinction of being San Diego?s oldest law school. CWSL is the recipient of numerous community service awards, including the State Bar of California President?

s Pro Bono Service Award, and the federal government?s President?s Higher Education Community Service Honor Roll. The law school is also home to numerous outstanding programs, including the California Innocence Project, Community Law Project, and New Media Rights Program.

The faculty are dedicated to teaching, research, and service to the community. Detailed information is available at https : / / www.cwsl.edu /

California Western School of Law is committed to using the law to prevent and solve human and societal problems. In conjunction with our mission - to train ethical, competent, and compassionate lawyers, representative of our diverse society and equipped to use the law effectively and creatively on behalf of all members of society - we value a rich diversity among our students, alumni, faculty, and staff, as well as in the larger communities of which we are a part.

The law school is an Equal Opportunity Employer dedicated to affirmative action and to excellence through diversity. The law school provides reasonable accommodations to qualified applicants with disabilities upon request.

Please see job description

PI237766130

Please see job description

Last updated : 2024-03-08