Office Assistant

South Texas College of Law Houston•Houston, TX

33d•Onsite

About The Position

This position provides administrative support equally to both the Office of Student Support and Bar Readiness. The incumbent reports jointly to the Assistant Dean of Student Support and the Bar Prep Executive Assistant/Director of Bar Readiness, who share supervisory and performance evaluation responsibilities for this role. This position provides administrative support divided approximately 50% to Bar Readiness and 50% to the Office of Student Support.

Requirements

Must be professional and confidential of all department data and correspondence.
The person must have a poised and professional image; strong ability to multi-task and prioritize in a fast-paced environment, excellent interpersonal skills and the ability to interact effectively and efficiently with all employees, visitors and students while projecting a positive image for the area and law school.
Service oriented with ability to make all visitors feel welcome.
Must be computer literate with proficiency in MS Office applications (Word, Excel and PowerPoint) with ability to learn new programs as necessary.
Must be detail-oriented and able to work in a fast-paced multi-tasking environment.
High school diploma or equivalent required.
Prior experience in an office, administrative, or customer service role (1–2 years preferred).
Strong verbal and written communication skills, with the ability to interact professionally with students, faculty, and staff.
Proficiency with Microsoft Office (Word, Excel, Outlook) and general office equipment.
Ability to maintain confidentiality regarding student records and sensitive information (FERPA awareness).
Strong organizational skills and the ability to manage multiple tasks and shifting priorities across two departments.
Proficient in both spoken and written English.
Ability to interpret and explain complex data.
Ability to effectively and professionally communicate in one-on-one and small group situations to students, alumni, clients, and other employees of the organization.
Ability to perform basic to intermediate math essential.
Must possess the ability to analyze numerical data and detect patterns, errors and trends.
Ability to define routine problems, collect data, establish facts, and draw valid conclusions to solve routine problems and/or deal with a variety of variables in situations, especially when department head may be out of office or unavailable.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Nice To Haves

Some college coursework preferred.

Responsibilities

Provide backup and logistical support to the Office of Student Support's Coordinator, including front-desk coverage, responding to routine student inquiries, scheduling assistance, and exam accommodation logistics, under the direction of the office staff.
Provide prompt, professional communication for the Office of Student Support via email, phone, and walk-in inquiries, and direct students to appropriate staff and resources.
Support daily front-office operations, including phone coverage, faxing, printing, mail, and general administrative tasks.
Assist Student Support staff with scheduling student appointments, coordinating calendars, and maintaining administrative files and case-related documentation.
Assist with logistics and coordination for accommodated exams, including scheduling, room coordination, and materials preparation.
Support the planning, setup, and execution of Student Support events, tabling, wellness programming, and CARE Team–related logistics as needed.
Provide backup support for general office coverage and student-facing tasks as needed to ensure continuity of service.
Assist the EA with meetings, workshops, events, calendars, scheduling, data entry, document preparation, mail distribution, and inventory tracking (office supplies, student lobby amenities, and materials for deans, directors, and bar coaches).
Serve as a front-line resource for students and visitors, responding to inquiries and escalating to the EA as needed; support office filing, copying, and administrative workflows.
Support workshops and diagnostic exams, including proctoring, running scantrons, and entering grade/assessment data into classroom and writing-assessment software.
Coordinate room reservations, IT services, and event logistics for Bar Readiness events, including twice-yearly study space reservations for up to 300 Bar Examinees.
Oversee reserved study rooms (break room setup/restocking, cleanliness, professional environment) and communicate time-sensitive announcements to students and faculty via listservs.
Assist the EA with travel arrangements and expense reports for guest speakers/faculty, and coordinate procurement of supplies, food, and event materials, ensuring tax-exempt, policy-compliant transactions.
Comply with all aspects of the law school’s Customer Service Standards.