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Job Description:

ESSENTIAL DUTIES AND REPONSIBILITIES
Administrative Assistant Responsibilities
Provide administrative support to the Assistant Dean.
Assist with the preparation of the Student Affairs and Student Services budget.
Assist with gathering and disseminating information to students via social media.
Identify opportunities to support various student websites and/or projects.
Take photos for Office of Student Affairs events (and student events) for publication.
Serve as a backup for assigning and maintaining the calendar of student organization
 meetings and events.
Schedule Bar Review Vendor fairs, and Lexis/Westlaw visits to the law school.
Coordinate and assist with food orders for meetings and special events.
Perform a variety of administrative support tasks that are highly confidential and sensitive.
Manage and maintain confidential files on all accommodated students.
Read and screen incoming correspondence and reports; make preliminary assessment
  of the importance of materials and organizes documents; handle some matters personally
  and forward appropriate materials to Assistant Dean.
Make travel arrangements; prepare itineraries; prepare, compile and maintain travel
  vouchers and records for Assistant Dean and students.
Order diplomas, Law Review and Law Journal certificates.
Coordinate annual photo shoot of graduating class.
Send mass communications to faculty, staff and students.
Coordinate hooding/commencement ceremony twice each year.
Assist with coordination of Orientation of new students.
Create and maintain hard copy and electronic filing system for pro bono records for all students.
Other duties as assigned.

QUALIFICATIONS
To perform this job successfully, an individual must be able to multi-task and perform each
 essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION/EXPERIENCE
Bachelor’s degree from a 4-year college or university, or 5 years executive level administrative
 assistant experience.
Previous public relations, events planning/coordination, office managerial experience.
Prior experience should be in an academic environment or business setting desirable.

KNOWLEDGE, SKILLS, & ABILITIES

Experience in maintaining and updating websites.
Heavy orientation toward details/accurateness.  Strong organizational skills.
Ability to type 45 wpm and strong data entry skills.
Outstanding interpersonal and community relations skills.
Proficiency with an integrated administrative system and current software programs including
 word-processing, spreadsheet, and database systems.
Ability to generate, share and follow through on creative ideas.
Proficient use of multi-line phone system and standard office equipment.
Knowledge of public relations and communications principles.
Proven interpersonal skills to provide support in a high-profile office with tact and diplomacy.
Ability to provide and demonstrate excellent customer service.
Ability to work effectively with diverse faculty, staff, students in the law school and University,
 and other constituencies in a diverse community.
Ability to work independently and efficiently to manage numerous projects and meet deadlines
 with minimum supervision.
Ability to plan, organize resources, prioritize tasks, and meet deadlines while working on
 multiple tasks.
Ability to be discrete in handling confidential matters while complying with FERPA and privacy
 regulations.
Ability to maintain a professional appearance and office atmosphere.
Flexibility to work with other law school departments.
Strong organizational skills with the ability to handle multiple tasks requiring attention to detail.
Knowledge of standard office practices and procedures including filing procedures.
Ability to follow University and departmental procedures.
Ability to maintain a positive attitude and good judgment under pressure.

LICENSES
Valid Texas driver’s license.
Notary Commission and/or ability to obtain.

LANGUAGE SKILLS
Ability to read and comprehend instructions, routine correspondence, and memos.
Ability to write standard business correspondence.
Ability to effectively present information to University employees, Board members, students,
 and external constituents.
Pleasant and clearly understandable phone voice.

MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Available for some evening and weekend duties as required by the position and the department. Minimal driving and traveling is required.
The noise level in the work environment is usually moderate.
Potential exposure to outdoor weather conditions.