Faculty Services Manager

Attention Current Lewis & Clark College Employees: In order to apply for posted positions, please apply internally in Workday in the Jobs Hub.

Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland's southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

• please submit your application by Friday, July 17

PRIMARY PURPOSE

The Faculty Services Manager provides operational leadership and day-to-day supervision of the Faculty Services team, reporting directly to the Associate Dean of Academic Affairs. This is a hands-on working manager position that oversees the daily operations of Faculty Services while directly supporting key departmental functions. The role supervises four staff members, manages departmental budgets, coordinates faculty and academic support services, and serves as the primary liaison to law school leadership. The ideal candidate brings both technical expertise in legal and academic support services and strong people management skills. They can build and maintain efficient processes, support high-volume operations, and exercise sound judgment in a complex academic environment.

ESSENTIAL DUTIES

Team Supervision & Department Leadership

• Supervise and support a team of four Faculty Services staff members, providing coaching, performance management, and professional development.
• Conduct regular one-on-one meetings, performance evaluations, and employee development planning.
• Lead recruitment, hiring, onboarding, and training efforts in partnership with Human Resources.
• Address employee performance concerns and administer corrective action, discipline, and separation processes in accordance with college policy and applicable collective bargaining agreements.
• Establish team priorities, allocate work, and implement effective workflows to ensure high-quality service and operational efficiency.
• Foster a collaborative, inclusive, and accountable team culture that supports employee engagement and continuous improvement.

Operational & Workflow Management

• Maintain a strong working knowledge of all Faculty Services functions, including exam administration, legal document production, adjunct support, web content management, and event coordination; perform day-to-day operational work as needed to support the team and ensure continuity of service.
• Evaluate, document, and improve departmental workflows, systems, and processes to enhance efficiency, consistency, and service quality.
• Serve as the primary escalation point for complex, sensitive, or time-critical requests from faculty, staff, and administrators.
• Partner with the Legal Specialist III to triage requests, balance workloads, and coordinate the timely completion of departmental work.
• Collaborate with the Registrar's Office, Student Affairs, Business Services, and other campus partners to ensure seamless service delivery and effective cross-functional support.

Exam Management & Assessment Support

• Lead and support all aspects of exam administration, including scheduling, preparation, delivery, troubleshooting, and coordination with faculty and campus partners.
• Maintain advanced expertise in ExamSoft and provide direct support for exam setup, administration, issue resolution, and process improvement.
• Ensure assessment-related processes are accurate, secure, confidential, and compliant with FERPA and institutional requirements.

Faculty & Adjunct Support

• Provide and oversee advanced administrative support to law faculty, including legal document production, scholarship support, course material management, and faculty committee operations.
• Manage the adjunct faculty support program, including contract coordination, database administration, communication with more than 60 adjunct instructors, and the hiring, onboarding, and ongoing support of adjunct faculty.
• Support faculty research and scholarship activities, including administration of research budgets, summer research grants, and publication-related processes.
• Coordinate the recruitment, hiring, and placement of student research assistants and fellows in support of faculty research projects.
• Partner with the Director of the Advocacy Center to coordinate moot court competitions and related program logistics.
• Serve as a resource to faculty on document management, copyright compliance, website content, and academic technology tools.

Budget & Financial Oversight

• Manage Faculty Services budgets, including monitoring expenditures, approving purchases, and ensuring responsible stewardship of departmental resources.
• Oversee budget-related transactions, including faculty expense reimbursements, travel expenses, and purchasing card reconciliations, ensuring accuracy and compliance with college policies.
• Partner with the Executive Assistant to the Associate Deans to track faculty and departmental expenditures and maintain alignment between academic priorities and operational budgets.
• Collaborate with the Associate Dean of Academic Affairs and Business Services on budget development, forecasting, reporting, and long-range financial planning.

Strategic & Institutional Responsibilities

• Serve as a thought partner to the Associate Dean of Academic Affairs on departmental operations, staffing, resource planning, and organizational effectiveness.
• Maintain institutional knowledge and operational continuity, ensuring consistent service and effective transitions during periods of change.
• Represent Faculty Services in law school and college-wide committees, task forces, and collaborative initiatives.
• Lead continuous improvement efforts by evaluating services, implementing process enhancements, and adopting technologies that support the evolving needs of the law school.

Legal Document Production & Administrative Support for Associate Deans Professorial Work

• Assist associate deans with drafting and formatting scholarly articles, textbooks, and/or casebooks.
• Format letters, PDF forms, merge templates, spreadsheets, and e-blast emails using Microsoft Office Suite and PDF conversion tools.
• Coordinate class materials, web postings on Google Classroom, and maintain course rosters.
• Manage scholarship postings on SSRN and article submissions via Scholastica.
• Research and secure copyright permissions through the Copyright Clearance Center.
• Provide technical support for the OSCAR judicial recommendation system and clerkship process.

Other Duties as Assigned

KNOWLEDGE, SKILLS, ABILITIES, & BEHAVIORS

• Demonstrated supervisory experience, including performance management, coaching, and team development
• Ability to act with integrity, professionalism, and confidentiality in all interactions
• Superior understanding of legal document production, citations, and terminology
• Proficient with ExamSoft assessment management and longitudinal grading analysis
• Proficient with Microsoft Office Suite, Adobe Creative Suite, Google Suite, LiveWhale CMS, TWEN, and PDF conversion tools
• Excellent budget management and financial oversight skills
• Strong project management skills with a proven ability to oversee multiple concurrent workflows across a team under competing deadlines
• Excellent judgment in triaging and escalating complex or sensitive faculty and staff requests
• Superior interpersonal, negotiation, and conflict resolution skills across a diverse population of faculty, staff, students, and external partners
• Excellent discretion and ethical judgment in handling sensitive and confidential data, with thorough understanding of FERPA
• Familiarity with collective bargaining agreements and the supervisory responsibilities they entail
• Demonstrated commitment to fostering an inclusive, equitable, and supportive workplace
• Demonstrated kindness and compassion in all interactions

REQUIRED EDUCATION / EXPERIENCE

• Bachelor's degree or an equivalent combination of relevant education and experience
• Five or more years of experience in legal, academic, or professional services administration
• Three or more years of supervisory or team lead experience, preferably managing unionized staff
• Demonstrated experience managing budgets and financial processes
• Experience with legal document production, exam management, or academic support services

PREFERRED EDUCATION / EXPERIENCE

• Experience working in higher education, preferably in a law school setting
• Experience supervising both exempt and non-exempt staff, including unionized employees
• Familiarity with adjunct faculty coordination and academic event planning
• Preferred Tech: Microsoft Office Suite; Colleague; Slate; TaskStream; LiveWhale; ExamSoft; Google Suite

WORK SCHEDULE

• Full-Time: Yes
• Schedule: Monday-Friday, 8:00 a.m.-5:00 p.m.
• Benefits Eligible: Yes
• Hybrid/Remote: This position is in person with limited hybrid flexibility based on departmental needs and policy.

PAY RATE

• FLSA Status: Exempt
• $83,000 per year

PHYSICAL REQUIREMENTS

• Work is primarily conducted in a general office environment, with the majority of tasks performed at a desk or workstation.
• Prolonged periods of sitting at a desk and working on a computer are required throughout the day.
• The role involves frequent communication via phone, email, online meetings, and in person with students, faculty, and staff.
• The job may require lifting up to 20 pounds occasionally, such as handling documents, books, or office supplies.
• Tasks such as filing, organizing materials, and assisting with office activities may require bending, kneeling, and standing.
• There will be repetitive hand movements involved, particularly when using a keyboard, mouse, and other office devices.

Directions for Cover Letter

Please include a cover letter describing your interest in joining Lewis & Clark and the ways you can contribute to a culture of inclusion on our campus.

Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators

(https://www.lclark.edu/about/title_ix_compliance).

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.