Senior Administrative Assistant

Career Opportunities at Ohio Northern University

Job Summary:

This position provides comprehensive administrative support to the Director of Student Services and the Associate Dean of Academic Affairs and serves as the primary administrative liaison for the College of Law’s in-person faculty. The role supports the day-to-day operations of Student Services and Academic Affairs, including academic processes, faculty support, student programming and services, scheduling, records and documentation, event coordination, and general administrative operations. This position requires strong organizational skills, attention to detail, the ability to manage multiple priorities, and independent judgment in coordinating the needs of students, faculty, and law school administration.

Job Description:

Position Summary

The Administrative Assistant provides comprehensive administrative and operational support to the Director of Student Services and the Associate Dean of Academic Affairs and serves as a primary administrative resource for the College of Law’s in-person faculty. The position plays an important role in the day-to-day operations of the College of Law, supporting academic administration, faculty needs, student services, programs and events, and other Dean’s Office functions.

This position requires a high level of organization, attention to detail, discretion, independent judgment, and the ability to manage multiple priorities and deadlines throughout the academic year. The Administrative Assistant regularly works with confidential student, faculty, and academic information and coordinates with departments throughout the University as well as outside vendors, speakers, guests, and organizations.

Essential Duties and Responsibilities

Academic Affairs and Student Records

Provide administrative support for the College of Law’s academic operations, including course scheduling, registration, advising, grades, academic standing, rankings, graduation, and related academic processes.

Prepare and maintain course schedules, conflict charts, registration and advising materials, faculty advisor assignments, registration information, exam numbers, and other academic records and materials as assigned.

Assist with grade processing and related academic records, including grade entry, GPA and class rankings, Dean’s List, academic standing information, and student records maintained by the College of Law.

Assist the Associate Dean of Academic Affairs with identifying and tracking students subject to academic policies, including scheduling meetings and preparing correspondence related to academic standing, dismissal, readmission, and other academic matters.

Prepare and process graduation-related academic documentation, including law school certificates, final academic certifications, and documentation required by bar examining authorities.

Process letters of good standing and other academic documentation requested by students or graduates.

Maintain accurate and confidential academic records and coordinate with the University Registrar and other University offices as necessary.

Academic Scheduling and Registration

Provide administrative support to the Associate Dean of Academic Affairs in the development and administration of the academic schedule for Fall, Spring, Summer, and J-Term.

Prepare and maintain course conflict charts, registration materials, advising packets, course offerings, schedules, and related academic information.

Assist with registration processes, including coordination with students, faculty advisors, the Registrar’s Office, and other University departments.

Assist with preparation and submission of course and scheduling information required by the University.

Coordinate recurring administrative components of registration and advising to ensure materials are prepared and deadlines are met.

Faculty and Academic Administration

Serve as a primary administrative resource for the College of Law’s in-person faculty and provide day-to-day administrative support related to teaching, academic responsibilities, and general faculty needs.

Provide administrative support to the Dean’s Coordinator in coordinating faculty meetings, including scheduling, preparation and distribution of agendas and materials, and other meeting-related needs.

Provide administrative support to the Dean and Associate Dean of Academic Affairs with faculty and adjunct processes, including adjunct requests, faculty evaluations, course evaluation records, overload and extra-earnings documentation, and other faculty-related materials.

Assist with faculty teaching assignments, administrative assignments, faculty advisor assignments, semester preparation, and academic calendars.

Provide administrative assistance with faculty committees and academic governance processes, including committee materials, promotion and tenure documentation, and other responsibilities as assigned by the Dean or Associate Dean of Academic Affairs.

Coordinate recurring faculty administrative needs such as book orders, mailboxes, communications, records, and instructional materials.

Assist with onboarding new faculty and provide administrative support related to faculty transitions.

Student Services, Programs and Events

Provide administrative and logistical support to the Director of Student Services in the planning and execution of College of Law programs, student activities, lectures, competitions, ceremonies, and special events.

Assist with event logistics, including room reservations, catering and food orders, setup and breakdown, supplies, signage, guest arrangements, schedules, communications, registration materials, and coordination with University departments and outside vendors.

Assist with major College of Law events and programs, which may include Orientation, Homecoming, Honors Day, Commencement, the 3L BBQ, Willis Society events, lectures and speaker programs, student competitions, student organization programming, and other events throughout the academic year.

Provide administrative and logistical support for moot court, mock trial, and other student competitions as assigned, including registrations, scheduling, travel documentation, lodging, and related arrangements.

Assist with student communications, preparation of program and event materials, maintenance of calendars, room scheduling, and other Student Services administrative needs.

Provide on-site support before and during programs and events as needed and assist with resolving logistical issues that arise.

Bar, Graduation and Academic Certification

Maintain information related to graduates and bar examination participation and assist with preparation of bar passage information and reports.

Prepare and process certificates, letters of good standing, final law school certifications, and other documentation requested by students, graduates, bar examining authorities, and other appropriate entities.

Assist the Dean and Associate Dean of Academic Affairs with tracking and reporting bar examination results and related information.

Maintain graduation and bar-related records and coordinate the submission of required documentation following the posting of final grades.

Dean’s Office and College Operations

Provide administrative support to the Director of Student Services and Associate Dean of Academic Affairs and assist with the overall daily operations of the Dean’s Office.

Work collaboratively with the Dean’s Coordinator and other Dean’s Office staff to provide administrative coverage and support for faculty, students, and law school administration.

Serve as a point of contact for students, faculty, staff, University departments, vendors, guests, and other individuals working with the College of Law and direct questions or requests to the appropriate individual when necessary.

Maintain files, records, directories, calendars, mailboxes, shared documents, and other administrative systems.

Prepare correspondence, memoranda, reports, spreadsheets, forms, and other materials in support of law school administration.

Provide administrative support for annual reports, accreditation and ABA reporting, University reporting requirements, and the collection and organization of supporting information.

Assist with purchasing, payment documentation, travel documentation, supplies, and other administrative transactions as assigned.

General Responsibilities

Maintain confidentiality of student educational records, personnel information, academic records, grades, faculty information, and other sensitive or confidential information.

Communicate professionally and effectively with students, faculty, staff, alumni, University offices, courts, bar authorities, vendors, and outside organizations.

Develop and maintain organized systems for recurring academic, student services, faculty, and administrative processes and ensure established deadlines are met.

Exercise independent judgment in prioritizing work, resolving routine administrative issues, identifying information needed to complete assigned processes, and determining when matters should be elevated to the appropriate administrator.

Work collaboratively with the Director of Student Services, Associate Dean of Academic Affairs, Dean’s Coordinator, Dean, and other College of Law staff to anticipate upcoming deadlines, events, academic processes, and operational needs.

Provide cross-functional administrative support within the Dean’s Office and assist with additional projects and responsibilities as needed.

Perform other duties as assigned.

Knowledge, Skills and Abilities

Strong organizational and time-management skills with the ability to manage multiple projects, recurring processes, events, and competing deadlines.

Exceptional attention to detail and accuracy, particularly when working with academic records, grades, rankings, schedules, financial documentation, and student information.

Ability to exercise discretion and maintain confidentiality when handling sensitive student, faculty, personnel, and institutional information.

Strong written and verbal communication skills and the ability to interact professionally with students, faculty, administrators, University offices, vendors, guests, and outside organizations.

Ability to work independently, anticipate administrative and logistical needs, solve routine problems, and exercise sound judgment.

Ability to understand, follow, and administer established academic and University procedures and recognize when a matter requires review or decision by the appropriate administrator.

Strong computer skills and the ability to learn and utilize University systems, databases, scheduling platforms, spreadsheets, document-management systems, and other technology used by the College of Law.

Ability to coordinate multiple individuals, departments, vendors, deadlines, and logistical details.

Ability to work effectively in a fast-paced academic environment with periods of significant deadline-driven activity throughout the academic year.

Your next professional chapter begins here!

ONU is an equal employment opportunity employer. Accordingly, no person shall be discriminated against on the basis of race, color, sex, gender identity, transgender status, religion, national origin, age, disability, sexual orientation, marital status, military or veteran status, genetic information or any other category protected by federal, state, or local law. This policy applies to all areas of employment including recruitment, hiring, training and development, promotion, transfer, compensation, benefits, discipline, separation and other terms, condition and privileges of employment.