Overview

Job Location:
Orlando- Law Campus

Barry University School of Law seeks an Administrative Assistant III for the Department of Bar Preparation and Academic Success Programs (CLASP). This is a full-time position working 40 hours per week providing administrative assistance to the Assistant Dean of Bar Prep and Academic Support as well as the Directors of Bar Writing Initiatives, Multiple Choice Initiatives, Academic Success, Bar Data Collection and Assessment, Adjuncts and Dean’s Fellows.

Essential Functions

Monitor, maintain, update, and assist in analyzing student data in Bar Prep/CLASP Student Database including:

  • Assisting in database creation and management, and in statistical compilation, organization, and analysis, for the preparation of complex reports to accrediting agencies.
  • Monitoring bar review course provider administrator’s databases, and interface with company representatives, to obtain statistics on course progress and data for departmental reporting.
  • Creating the bar prep tracker document used to monitor student progress in Bar Exam preparation.
  • Compiling ABA reports and departmental reports and schedules for departmental activities; proof reports.
  • Inputting student data, grades and scores data, Bar Application data, Bar Exam data, CLASP data.
  • Maintaining Student Database (does not include technical maintenance).
  • Updating Student Database as directed by the Asst. Dean and Directors of CLASP.
  • Generating reports from Student Database as required by the Dean, Assistant Dean, Directors of Bar Prep, CLASP and Career Services on an ongoing basis and as needed.
  • Researching and creating reports with limited guidance.

Coordinate all aspects of Bar Prep and Academic Support meetings, functions, workshops and events by:

  • Creating and maintaining online courses (e.g., Canvas) and filing systems to create, proof, store and deliver CLASP materials and grades to Assistant Dean, Directors, Adjuncts, students and faculty as needed.
  • Scheduling meetings, functions, workshops and events and informing participants and students of location and time.
  • Securing space and working with vendors to set up meetings, functions, workshops and events.
  • Generating and sending schedules and agendas to participants and students regarding meetings, functions, workshops and events.
  • Negotiating prices and arranging for blocks of rooms at hotels for the Bar Exam for students, staff and faculty.
  • Arrange travel for department members for Bar Exam.
  • Work with Dean’s Office and Alumni Affairs on Bar Prep and Bar Exam related functions such as the Swearing In Ceremonies.

Perform administrative, supervisory, and secretarial support for the Department of Bar Prep and for the Department of Academic Support and, if time permits, some faculty by:

  • Supervising student employees in their proctoring and Fellows duties.
  • Maintaining department budgets and files.
  • Creating and maintaining a group calendar for all CLASP functions, meetings and events for the Assistant Dean, Directors, Adjuncts and Dean’s Fellows as needed.
  • Creating and maintaining student portfolios for every student and update as needed throughout the students’ legal education at Barry Law.
  • Copying, scanning and assembling Bar Prep and Academic Support materials for the Assistant Dean, three Directors, adjuncts and Dean’s Fellows as needed.
  • Drafting and typing correspondence.
  • Creating and posting informational flyers and notices regarding upcoming events for students, faculty and others regarding bar prep and academic success matters, as well as Bar Exam information.
  • Assisting with student or academic programs through activities such as conducting student mailings, administering exams, preparing information for students, or maintaining faculty schedules.
  • Advanced writing of non-routine, complex correspondence.

Maintain Bar Prep and Academic Support supplies and materials inventories by:

  • Preparing requisitions for supplies and materials.
  • Distributing Bar Prep and Academic Support materials to students.
  • Organizing and maintaining inventories of supplies and materials.
  • Maintaining and/or requesting IT follow up, as needed.

Clerical Duties:

  • Opening, reviewing, sorting and distributing mail.
  • Answering phones and emails, and responding to requests from internal and external customers. Greeting visitors.
  • Transferring messages between staff members.
  • Attending meetings and recording minutes.
  • Conducting some training on software or other data systems for department staff.
  • Processing general requests.
  • Troubleshooting and keeping office machines (phones, printers, copiers) in working order.
  • Proctoring exams as needed.
  • Providing Notary services for Barry Law Students and their Bar Applications, Amendments and other required correspondence.

Qualifications/Requirements

  • Associates degree, or vocational or technical school degree in an appropriate field of study.
  • Three to five years strong administrative assistant experience required.
  • Knowledge of/ability to learn Workday processes and procedures.
  • Must possess strong analytical and problem-solving skills.
  • Must possess excellent project management, organizational and time management skills.
  • Proficient in all Microsoft Office Suite products.
  • Excellent interpersonal, verbal, and written communication skills.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.