Administrative Coordinator (Dedman School of Law) - (DED00000351)

  • Southern Methodist University
  • May 12, 2023
Full time Other

Job Description

About SMU

SMU’s more than 12,000 diverse, high-achieving students come from all 50 states and 80 countries to take advantage of the University’s small classes, hands-on research opportunities, leadership development, community service, international study and innovative programs. The University offers a strong foundation in the humanities and sciences and undergraduate, graduate and professional degree programs through eight schools.

Now in its second century of achievement, SMU is increasingly recognized for the ways it supports students, faculty and alumni as they become ethical leaders in their professions and communities. Now in its second century of achievement, SMU is increasingly recognized for the ways it supports students, faculty and alumni as they become ethical leaders in their professions and communities. The University’s entrepreneurial spirit lives in people from every academic discipline who see opportunities to create something new in the world – and work hard to bring their innovations to life. SMU’s relationship with Dallas – the dynamic center of one of the nation’s fastest-growing regions – offers unique learning, research, social and career opportunities that provide a launch pad for our students, faculty and alumni to make a global impact. On the most beautiful college campus in the country, SMU Mustangs are energized by unbridled opportunities – from teaching, learning and research to creativity, performance and athletic endeavor.

About Dedman School of Law:

The School of Law at SMU was established in February 1925. Highlighting the celebration of its 75th year, SMU School of Law was named Dedman School of Law in 2001 in honor of Dallas benefactors Nancy and Robert H. Dedman, Sr., and their family. With more than 15,000 graduates, SMU Dedman School of Law has a national and international reputation of training prominent lawyers in both law and business. As the first law school in Dallas, we are fortunate to be in a city with a thriving economy, many corporate headquarters, and an outstanding legal community. SMU Dedman School of Law continues to strive to develop the next century of leaders.

About the Position:

This role is an on-campus, in-person position.

The Administrative Coordinator for the Office of Career Services is a highly visible position that supports the staff and all
office functions. The Administrative Coordinator is responsible for the administrative functions of the office and serving as
receptionist for students and employers. This person is responsible for supporting the OCS team with document support such
as creating charts, editing documents, creating name tags and tent cards, and administrative tasks. This person will
coordinate and upload student recommendations to OSCAR on behalf of faculty. This person is also responsible for assisting
the OCS team with database searches, verifying job posting information, and preparing job postings for entry into the school's
database daily. The Administrative Coordinator also handles scheduling, catering, and logistical coordination for OCS events
and serves as OCS Technology Administrator for Peruna Pro.

Essential Functions:

  • Search databases & key websites for relevant job postings. Verify the details for each job posting found. Prepare job
    postings received for entry into the database used to manage all aspects of employer and student career engagement.
    Format jobs into student bulletins and prepare monthly Mustang Newsletter; upload jobs and student programs to Peruna Pro.

  • General office administration such as answer phone; greet visitors; sort and distribute mail and communications;
    respond to mail as needed; maintain a neat office space and reception area; order office supplies; purchase
    refreshments for OCI events and student lounge; answer student and employer questions; track Test Drive Status and
    student form completion, including waivers and summer surveys;

  • Coordinate arrangements for student and recruiting programs, including scheduling rooms, refreshments or catering,
    creating signage, tent cards and name tags, and overseeing the arrangements at the program to make sure they are
    properly executed. Compile resume packets, print out schedules, prepare employer folders, coordinate lunches; prepare weekly OCS Law Talk content (weekly event newsletter).

  • Serve as Technology Administrator, keeping resources handouts updated on OCS website and handout wall. Will
    maintain OCS sharepoint website and serve as administrative contact for OCS job database, helping students to reset
    passwords and changing tenure levels as needed. Will maintain job database of employer contacts and assist
    employers and students with Peruna Pro. Maintain OCS master calendar.

  • Assist with judicial packets; create recommendation letters for faculty and professors, upload student recommendations to OSCAR (Online System for Clerkship Application and Review), and create labels.

  • Support the OCS team with document support, such as creating charts, editing documents, creating name tags and tent
    cards, and other administrative tasks; serve as travel delegate and submit expenses for Assistant Dean.

  • Perform other tasks and special projects as assigned to support the office, including helping with surveys, making sure
    student workers have access to the time system, and sending out meeting invitations.


Education and Experience:

A high school diploma or equivalent is required. 

A minimum of 5 years of work experience in an administrative or support role is required. Candidate with prior experience working as a legal assistant or recruiter in a law office is highly preferred.

Knowledge, Skills and Abilities:

Candidate must possess strong organizational and time management skills with the ability to effectively handle multiple tasks
and prioritize appropriately. Candidate must be a self-starter who takes initiative and must posses a strong commitment to
confidentiality and professionalism. Attention to detail is a must as are strong interpersonal and verbal communication skills to
effectively work with a wide range of constituents including students, legal employers, faculty and staff. 
Must also demonstrate strong written communication skills. 

Candidate must possess strong problem-solving skills with the ability to identify and analyze problems, as well as devise solutions. Must also have strong organizational, planning and time management skills.  

Candidate must possess strong proficiency in Microsoft Office products (Word, Excel, and PowerPoint), and Adobe Acrobat. Proficiency in Access is a plus. Candidate with knowledge of Symplicity, Twelve-Twenty or other student/job bank databases is preferred. Knowledge of other software programs in publishing or graphics is desired.

Physical and Environmental Demands:

  • Sit for long periods of time
  • Bend
  • Stand
  • Push/pull

Deadline to Apply:

May 24, 2023.

EEO Statement:

SMU will not discriminate in any program or activity on the basis of race, color, religion, national origin, sex, age, disability, genetic information, veteran status, sexual orientation, or gender identity and expression. The Executive Director for Access and Equity/Title IX Coordinator is designated to handle inquiries regarding nondiscrimination policies and may be reached at the Perkins Administration Building, Room 204, 6425 Boaz Lane, Dallas, TX 75205, 214-768-3601,


SMU offers staff a broad, competitive array of health and related benefits. In addition to traditional benefits such as health, dental, and vision plans, SMU offers a wide range of wellness programs to help attract, support, and retain our employees whose work continues to make SMU an outstanding education and research institution.

SMU is committed to providing an array of retirement programs that benefit and protect you and your family throughout your working years at SMU and, if you meet SMU's retirement eligibility criteria, during your retirement years after you leave SMU.

The value of learning at SMU isn't just about preparing our students for the future. Employees have access to a wide variety of professional and personal development opportunities, including tuition benefits.