St. Mary's University
  • 29-Jul-2022 to Until Filled (CST)
  • Law Journal
  • San Antonio, TX, USA
  • Commensurate with experience
  • Full Time

Generous holiday and vacation leave benefits. Excellent Tuition Benefits for children and dependents. Generous Retirement Match.


St. Mary's University, as a Catholic Marianist University, fosters the formation of people in faith and educates leaders for the common good through community, integrated liberal arts and professional education, and academic excellence.

SUMMARY: The Business Manager is primarily responsible for the production of the St. Mary's Law Journal, the St. Mary's Journal on Legal Malpractice & Ethics, and The Scholar: St. Mary's Law Review on Race and Social Justice in the administrative capacity and management of related budgets. The position plays a key role in maintaining the productivity and reputation of all journals. The membership of the Law Journal and The Scholar (i.e., student Editors and Staff Writers) changes annually, the position ensures continuity in the work of each journal from year to year.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following (other duties may be assigned):

Administrative Duties:

  • Applies advanced publishing skills to prepare for publication of electronic and print files of articles and other works submitted by students, attorneys, professors, and judges.
  • Applies house style guides when formatting manuscripts and performs quality assurance checks using checklists and tools. Runs anti-plagiarism tools on documents/submissions.
  • Applies advanced spelling and grammar skills, along with a basic understanding of The Bluebook: A Uniform System of Citation and the Texas Law Review's Manual on Usage & Style.
  • Converts manuscripts into press-quality PDF files and publishes standard-quality PDFs to Digital Commons online repository using HTML and multistep processes. Creates social media graphics to publicize issues and articles.
  • Acts as a liaison between the Editors in Chief and contracted printing company in the publishing process.
  • Works with incoming board members each year as they transition to their new roles, including reviewing/coordinating production schedule and setting annual deadlines.
  • Produces and completes mass mails solicitation letters to judges and professors on behalf of the Mary's Law Journal in the spring or summer and also mails out other materials as needed through the campus mail office. Prepares, classifies, and prepares billing for all mailing materials.
  • Distributes copies of publications to St. Mary's faculty through individual mailboxes and displays new publications in Law Library stands.
  • Ensures compliance with law school and university policies, including policies related to registered student organizations (RSOs), financial affairs, facilities, library resources, and catering.

Financial Management and Business Transactions:

  • Maintains financial accounts in the Banner system that include operational and restricted funds. Follows university compliance and fiscal responsibility with use of endowment funds. Ensures spending stays within budgetary limits.
  • Employs cost-saving measures, getting three estimates for large purchases, and negotiating with vendors to stay within budget and to keep costs from increasing. Requests nonprofit discounts and ensures the removal of sales tax from online and in-person vendors, venues, and hotels as appropriate.
  • Submits Requests for Expenditures (RFEs) for any purchases that exceed $250. Ensures proper forms are submitted for check requests, missing receipts, mileage reimbursement, and more. Requests purchase orders.
  • Invoices journal subscribers, maintains subscriber lists with proper addresses and payment status, and deposits payments.
  • Tracks incoming royalty payments for the three journals and ensures they are paid on time by third parties and per contract terms.
  • Coordinates with the IT department on computer and software upgrades and purchases to ensure journals are security compliant and equipment is consistent with university.

Event Planning and Coordination:

  • Assists the Editorial Boards in planning and coordinating (including advertising, scheduling, facilities reservations, hotel and travel accommodations, collateral materials, and multimedia support. (Orientations, Ethics Symposium, Immigration Symposium, banquets, Law Journal Write-On Competition, Board interviews, meetings, staff writer recruiting events, and social events)
  • Reviews venue and catering contracts for any price increases or questionable terms and flags where appropriate. Routes for approval and signatures.
  • Obtains estimates and contracts for event audiovisual technicians, photographers, musicians, and security guards as needed.
  • Updates symposia web pages each year on Digital Commons with event and speaker information.
  • Coordinates event speakers, submits forms and documentation for invitations for dignitaries, launches and monitors symposia and banquet ticket sales (eventbrite.com).
  • Advertises symposia and banquets (Facebook, Instagram, LinkedIn, and Twitter) and Smore.com emails.
  • Coordinates event sponsorship and fundraising efforts with Advancement office. Submits final headcounts and special dietary needs for symposia and banquets to caterers.
  • Archives (SharePoint) past events, documents, and photographs for historical purposes.
  • Performs other duties as assigned.

QUALIFICATIONS:

  • Bachelor's Degree from an accredited college or university required
  • 3 years of experience using production procedures and techniques for a journal, magazine, or newspaper. Experience with or strong aptitude for using house style guides when formatting manuscripts and performs quality assurance checks using checklists and anti-plagiarism or other tools (SimCheck, PerfectIt). Experience using advanced spelling and grammar skills, with a basic understanding of The Bluebook: A Uniform System of Citation and the Texas Law Review's Manual on Usage & Style, highly preferred
  • Must clear and maintain a favorable background investigation and clearance
  • Must have the ability to demonstrate intermediate level skills in MS Office (Word, Excel, Teams, Outlook and PowerPoint) including experience with virtual platforms such as Zoom, and Banner, highly preferred.
  • Must have advanced publishing skills to prepare for publication of electronic various software applications and have the ability to acquire new technological expertise as the need arises, with a keen interest in doing so.
  • Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basis
  • Must be able to work some nights, weekends, travel, and attend special events as needed.
  • Must have excellent verbal and written communication skills; strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; ability to work effectively with communities across the university
  • Must have high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; display solid problem solving and interpersonal skills; work well independently and as part of a team
  • Must have ability to demonstrate attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines
  • Event planning experience strongly preferred.
  • Bookkeeping, including budgets, accounts payable and receivable, preferred.
  • Background in legal terminology preferred.

PHYSICAL DEMANDS:


  • Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
  • While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.
  • Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
  • Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
  • Constantly operates a computer and other office productivity machinery.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


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