Assistant to the Dean, School of Law

Assistant to the Dean, School of Law (Open)

The Assistant to the Dean provides high-level and varied administrative support to the Dean and Associate Dean for Administration ranging from standard to complex for an individual, group and/or unit (Dean's Suite) requiring high level expertise and independent decision making. The role works on administrative assignments that require research, initiative, anticipation of needs, independent judgment, discretion (especially in dealing with sensitive and highly confidential matters), and specialized knowledge and abilities. The Assistant to the Dean leads or assists with ad-hoc or recurring projects. The responsibilities require significant collaboration and coordination with others within and outside of the unit and extensive knowledge of the organization. This position will serve on and assist the senior leadership team of the law school. The position will primarily be on-campus with some remote work possible.

Key Responsibilities

Calendar, Project & Stakeholder Management

• Independently manage complex calendars and meeting schedules for the Dean and Associate Dean for Administration based on an understanding of shifting priorities.
• Provide briefings for meetings, presentations, and discussions by anticipating needs, researching, and gathering critical details to facilitate informed and timely responses, discussions, and task management.
• Handle and organize confidential correspondence and information for the Dean and Associate Dean.
• Assist in the preparation, drafting, and dissemination of special reports, faculty annual reviews, promotion and tenure notifications, post-tenure review materials, annual faculty forms, stipend notifications, and presentations when needed.
• Support staff management and team meetings and provide follow-up on action items.
• Lead or significantly contribute to recurring or ad-hoc projects, including providing support or guidance to other staff.
• Responsible for answering questions, providing guidance, and disseminating information on behalf of the Dean.
• Assist in drafting, interpreting, and communicating policies.
• Proactively identify and assist with the resolution of administrative problems.
• Maintain high-level knowledge of the informal and formal department goals, standards, policies, and procedures including familiarity with other departments in the school/division.

Management of Dean's Suite Operations

• Manage operations of Dean's Suite, including front desk set up and coverage, shared supplies, and equipment, and perform other general office management for the Dean's Suite/Administration Suite necessary for efficient operations (e.g. assisting with space issues and organization, room reservation requests, technology needs, managing Dean's Suite files, email accounts, etc.).
• Manage administrative projects as assigned
• Lead development, updates, and socialization of policies and procedures related to administrative matters, including:
• Onboarding
• Directories
• SOL faculty and staff Listservs
• Staff and faculty administrative resources Teams site
• Assist in new colleague onboarding and offboarding consistent with policies and protocols (e.g., office selection, name signs, keys, office cleanings, technology, etc.).
• Lead purchases necessary for law school operations (i.e. replacement technology, tables for events, furniture for areas in the law school, aging appliances, etc.) and coordinate the purchase of office supplies across teams to ensure need, streamlining, and cost effectiveness.
• Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements as needed.

Dean's Suite Meeting and Event Logistics

• Lead and/or assist with planning and implementation of events as needed, including serving as the lead project manager for Commencement (coordinating logistics and implementation across teams), as well as supporting and/or leading awards ceremonies and retreats.
• Serve as a site visit coordinator for ABA site visit managing all logistics for external team, space usage in building, travel, and hotel needs. Manage communications with external team chair, setting meetings, etc.
• As needed, assist search chairs to coordinate logistics for faculty and senior-level hiring, including handling travel and other logistics.

Facilities Management

• Hands-on, proactive approach and regular communications with university facilities for building maintenance, special projects, coordinate/managing all requests as it pertains to the law school building and space allocation. ?
• Serve on operations management team. Constant interface with university partners to ensure building and facilities needs are satisfied.
• Serve on law school facilities team, working directly with university partners.
• Liaison with CHOICE/UMBC program for Caf operation managing special requests, onboarding staff, space expectations and constraints, ensuring regular check ins re: operation and partnership, etc.

Other duties as assigned.

Required Education and Experience:

Education: Bachelor's Degree

Experience: 5 years of experience in a related field

Preferred Education and Experience:

Experience: Executive level experience supporting and coordinating work.

Required knowledge, Skills and Abilities:

• Calendar Management - Advanced
• Financial Administration - Advanced
• Communication & Interpersonal Skills - Advanced
• Meeting Coordination - Advanced
• Office Procedures - Advanced
• Oral and Written Communications - Advanced
• Organizational Skills - Advanced
• Report Writing - Intermediate

This position requires the highest level of professionalism, as this position deals with a wide range of constituents including prominent members of the legal community. Must be able to successfully multitask and keep track of several varying responsibilities and timelines at once. Must be able to work collaboratively with a range of stakeholders, including students, faculty, staff, university colleagues, alumni, community partners, and the general public. Ability to exercise judgment and discretion, in addition to managing a high level of sensitive and confidential information.

Proficient with the Microsoft Office Suite Word, Excel and PowerPoint and capable of becoming fluent in university systems.

Special hours of work required: Periodic evenings and weekend work required.

We offer a competitive benefits package, including health, life, prescription, and dental plans, tuition remission benefits, paid leave ( 22 days of annual, 15 days of sick, 3 days of personal, and 14-15 holidays) and retirement plans with employer contributions . You can see more details on our benefits here .

Additional Job Information:

The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UBalt is an Equal Opportunity/ADA Compliant Employer & Title IX Institution.