Bar and Academic Services Program Manager Job in Costa Mesa 92626, California US
Bar and Academic Services Program Manager
Whittier Law School invites applications for a Bar and Academic Services Program Manager position. This is a full-time, non-exempt, and year-round position in the Office of the Academic Support Program and Bar Support.
The Bar and Academic Services Program Manager will work under the supervision of the Directors for Bar and Academic Services, the full time Bar and Academic Services Manager provides advising services to students for ASP and Bar Program, data assessment, generation of database reports, and creation of reports based on gathered statistics, office managerial and project based work and other tasks as assigned by the Directors. The Manager also provides administrative support to professors of academic support, ASP Graduate Fellows and to the ASP/Bar department generally.
Duties and Responsibilities:
Assists the Directors for Bar and Academic Services with the coordination of programming and administrative office duties for both departments.
75% of duties include providing nonacademic advising services to students for ASP and Bar Program, collection and assessment of complex data, generation of database reports and queries, basic statistical analysis, creation of written reports based on highly confidential statistics gathered from both ASP and Bar Support Departments. Written reports may be presented to both Directors of ASP and Bar Support on a frequent basis, and may be used to report to the faculty, Dean or outside professionally accrediting bodies.
25% of duties include administrative tasks dedicated to administrative and office managerial tasks, such as budget preparation, recordkeeping, coordinating and directing office services and maintaining a professional office atmosphere including the physical maintenance of the office. Advanced organizational skills, both in tangible and electronic formats. Must have ability to create and maintain complex filing systems of confidential data.
Interacts with students, faculty, staff, vendors, and other ASP department visitors with full knowledge of ASP and Bar programming. Serve as the point of contact verbally and physically in communicating general departmental information in response to inquiries. Maintains a professional demeanor at all times and ensures confidentiality in all aspects of disseminating student, personnel, vendor, and other law school information.
Schedules and plans meetings and coordinates events from setup to completion with students, vendors, and other ASP department visitors. Serve as the department’s travel liaison.
Assists the Directors of Bar and Academic Services and professors of academic support with received and transmitted office correspondence. Prepares letters, reports, records, forms, and administrative paperwork for approvals. Prepare responses to correspondence containing routine inquiries.
Performs input of received data into a computerized system. Maintains hard copy and electronic filing systems. Creates and modifies documents using word processing, excel spreadsheet, database, or other presentation software such as Microsoft Office or other computer programs. Creates and maintains ASP department files. Maintains an efficient filing system both electronically and physically.
Assists Director for Bar and Academic Services with contract management for services rendered by vendors both electronically and in written documentation.
Performs supervision, oversight, and coordination of student workers as necessary.
Performs other related duties as assigned by Director of Bar and Academic Services including assigned project based work.
Minimal nights and weekends may be required based on programming.
Requirements:
Approximately 2 to 4 years of administrative work experience or that of a similar nature, usually acquired through work experience in an office environment which includes prior experience with collection and assessment of data, generation of advanced database reports and queries, creation of written reports based on statistics gathered from an Oracle or MS Access based database as well as other related database programs.
Preferred experience working with confidential information and generating complex reports.
Knowledge and Education:
Computer and Banner database proficient (equivalent to Banner database experience would be proficient in MS Access or Oracle database environments).
Advanced ability use word-processing, spreadsheet, and database software programs (i.e. MS Office).
Knowledge of principles and practices of basic office management, including organization, planning, record keeping, and general administration.
Prior experience with law school, or education, structure preferred
Familiarity with best practices and programs used in general office operations. Knowledge of office support needs and acquisitions.
Ability to communicate effectively. Duties require professional verbal and written communication skills.
Ability to follow oral and written instructions.
Good writing, analytical, and problem solving skills.
Prior event planning management experience.
Ability to work well individually or collaboratively as part of a team.
Bachelor’s or advanced degree strongly preferred so there is a familiarity with the working structure of a higher educational institution.
The position is based in Costa Mesa, California. To be considered for this position, please submit your cover letter, resume and salary history to: whittierjobs@whittier.edu or mail to Whittier College, Attn: Human Resources Manager, 13406 E Philadelphia Street Whittier, CA 90608. AA/AOE.
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