Sr. Assistant Dean, Studen Srvcs

Santa Clara University•Santa Clara, CA

3d•Onsite

About The Position

The Senior Assistant Dean for Student Services is responsible for all student services for the School of Law. The Senior Assistant Dean oversees the Law Records Office, the Law Student Life Office, the Law School System Manager, the Law School Registrar and all student affairs, student discipline, and student counseling. The Senior Assistant Dean is also responsible for the implementation of law school academic policy as determined by the faculty. The Senior Assistant Dean oversees all operational activities related to registration, student records, and grades. The Senior Assistant Dean is also in charge of the School of Law’s Diversity programs. The Senior Assistant Dean for Student Services reports to the Dean of the Law School and is a member of the Dean’s Cabinet.

Requirements

Master's degree required; JD preferred.
Minimum ten years of experience working in higher education, corporation, law firm or other related setting required.
Experience working in legal education strongly preferred.
Broad understanding of contemporary issues in higher education, particularly those related to enrollment, student academic records, and related issues.
Creativity in leveraging current and emerging technology to meet the challenges of contemporary student records activities and operations.
Experience working with an integrated student information system such as Peoplesoft and WorkDay.
Thorough knowledge of federal and state laws and mandates related to enrollment and student records with an understanding of institutional compliance responsibilities.
Knowledge of higher education administration, preferably in a law school.
Experience in collecting, analyzing, and reporting information to support data-driven decision-making.
Strong organizational, administrative, and interpersonal skills that indicate the ability to work as part of a team or independently.
Strong writing and editing skills.
Demonstrated success as a member of a cross-functional, collaborative team.
Demonstrated experience in providing leadership in the management, security, and storage of academic records.
Proficiency in Microsoft Office, database management software, webbased software, and student administration system software.
Sensitivity to the needs of diverse and multicultural constituencies.
Ability to work under pressure and meet deadlines.
Attention to detail combined with ability to analyze and conceptualize at a high level of abstraction.
Commitment to quality customer service to student, faculty, staff, and other campus constituencies.
Ability to establish and maintain effective working relationships with students, faculty, administrators, and staff in different areas and at different levels of the University including senior leaders and staff.
Ability to represent the University effectively and serve as a liaison for the School of Law.
Excellent oral and presentation skills.
Excellent organizational and time management skills with demonstrated ability to balance and respond to a wide variety of demands.
Ability to maintain confidentiality and to handle sensitive matters with judgment, tact, and diplomacy.

Responsibilities

Plan, organize, and administer programs within the Law Records Office and Law Student Life Office
Responsible for the general administration of the Law Records Office and Law Student Life Office, including staff supervision, budget management, and department procedures and practices.
Ensure professional operation of offices.
Coordinate activities related to maintenance of the infrastructure of the offices.
Supervise full time office staff of 7, student staff of 4.
Hire, train, evaluate, counsel, direct, and manage registrar, assistant registrar, student life director, systems managers, office manager and data entry clerk.
Analyze and monitor the services of the offices and implement procedural changes as necessary to provide exceptional customer service.
Oversee and coordinate the enrollment and registration of students consistent with University policies.
Counsel students on course selection and program requirements.
Interprets and recommends changes to policies related to enrollment, registration, and student academic records; ensures that such policies and procedures are current in all published materials.
Oversees and manages the student records module of the student administration system to maintain accurate student records.
Monitor implementation and continuous upgrades of student PeopleSoft system. (PeopleSoft systems are in the process of migrating to WorkDay platform).
Ensure that the needs of the law school are met.
Supervise law records system managers and data entry clerk.
Act as Dean on Duty for exams: remain on call throughout the exam period to resolve any student behavioral problems or issues; counsel students, review petitions and disapprove or approve special requests in accordance with School of Law policy.
At the request of faculty, counsel students on attendance issues and law school policies.
Responsible for ensuring the accuracy and availability of student academic counseling for: JD, LLM and Masters of Law students; students in combined degree programs; students on directed study; students seeking specialty certificates; non-matriculating, visiting, and exchange students; and any other students registering for courses at the School of Law.
Continuously research and develop ways to improve customer service to students, faculty, and staff while maintaining the confidentiality and ethics of the law school.
Carry out academic and personal counseling for students and act as a point of referral to other resources including the University Counseling Center.
Work closely to monitor the progress of students on Directed Study and others with special needs.
Oversee services provided to accommodated students and assure compliance with legal requirements.
Communicate school rules, policies, and general information by overseeing the publishing of the annual Law Student Handbook, Academic Planner, and Academic Advising book.
Ensure that information is communicated effectively to the law school community through the Grapevine, e-mail, newsletters and blogs, by posting on digital bulletin boards, and other information delivery options as appropriate.
Manage the Law Student Life Office.
Oversee the work of the Director to: Act as a liaison with the Student Bar Association and other student organizations.
Ensure that organizations are following law school policies and acting in the best interest of law students.
Ensure that appropriate wellness programming is offered, including mental health and substance abuse programs.
Ensure that the law school is following best practices in these areas.
Oversee other programming and efforts are made in the areas of professional development, leadership, and California Bar Association character and fitness issues.
Oversee the efforts of the law school Student Welfare team to identify and provide appropriate support for students.
Carry out student disciplinary action as required under the Law School Academic Integrity Policy.
Act as the liaison between the law school and the University Office of Student Life, Title IX and University Counsel's office to assist with any issues involving law students.
Represent the law school on the University Behaviors of Concern Team and the University Student Welfare Team.
Act as a senior advisor to the dean in numerous areas of law school administration.
Develop and maintain open communication channels and maintain effective campus-wide relationships.
Establish and implement procedures to interface between the law school and other University offices such as Registrar, Bursar, Financial Aid and Information Technology.
Ensure that administration is represented and working.
Act as a liaison with faculty committees including Academic Affairs, Student Affairs and Technology Committees.
Oversee all arrangements for commencement.
Oversee various student functions such as Graduating Students Lunch, Academic Advising Week, Make a Difference Week, Grad 101.
Serve as the main resource for law school faculty and departments for issues related to implementing new policy mandates.
Provide information and act as a reference source regarding academic policies.
Act as a liaison with the State Committee of Bar Examiners, and ABA and AALS committees and sections relating to student services.
Responsible for the maintenance of the policy and procedure manual for the School of Law.
Track policy and procedural changes for law school program offices, maintaining integrity of policy and policy changes.
Organize and participate in the compilation, analysis and interpretation of statistical information regarding enrollment, grading reports, and other areas as required.
Principle source of statistical data for the School of Law.
Maintain accurate listing of all current students by division, major and year.
Provide up-to-the-minute data to various law school offices.
From various sources, oversee preparation of statistical reports for the deans, faculty and university offices.
Maintain annual class ranking information.
Oversee law school grading process.
Responsible for the integrity of student academic records.
Review and sign certifications of enrollment, matriculation status and good standing.
Prepare detailed statistical reports for the American Bar Association.
Ensure compliance with ABA reporting requirements.
Provide leadership and coordinate the School of Law’s Diversity programs.
Guide the Committee for Equity, Justice and Engagement (formerly Diversity and Inclusion).
Ensure appropriate representation on the committee.
Assist group with identification of issues and priorities on behalf of the law school.
Work with the university Office of Diversity and Inclusion to ensure that the law school is in line with university goals and procedures, ensuring effective lines of communication and mutual support.
Manage the diversity budget.
Decide on the best use of these funds, ensuring that student identity groups receive appropriate support.
Alert the administration to any issues or anticipated challenges for various law school populations.
Work with the Office of Enrollment Management to assist with outreach efforts.
Ensure appropriate levels of programming in the areas of diversity, bias, and inclusion.
Respond to surveys and other requests for information regarding law school diversity and inclusion efforts.
Work with deans, faculty, and students to ensure that the law school continues to work within the directives of the Law School Diversity Plan.
Direct efforts to revise and update the plan.
Work closely with other law school offices such as Development and Alumni Affairs, Center for Social Justice and Public Service, Center for Global Law and Policy, and the High-Tech Law Institute.
Work closely with other university offices such as the Office of Student Life, Office of the Registrar, Bursar, and Campus Safety Services.
Carry out other duties as assigned by the Dean.