Program Coordinator

Job Description

Office of Admissions, Testing Accommodations

Annual Salary: $79,761 - $106,337

FLSA Non-Exempt/Union Represented

This position allows for up to four days of remote work per week.

About the Office

The Office of Admissions oversees all activities required for admitting attorneys to practice law in California. Admissions oversees the administration of the California State Bar Exam, First-Year Law Students' Exam, and the Legal Specialization Exams. The office conducts applicant moral character investigations, accreditation, and registrations of non-ABA law schools. Applicant fees, accreditation fees, and interest income fund the Office of Admissions. Admissions processes special admissions applications for attorneys who are licensed in another state to work in unique capacities in California.

The office is also responsible for California's uniquely diverse pathways to the law. It supports the Committee of Bar Examiners in accrediting California-accredited law schools and registering unaccredited law schools. They administer a program that allows lawyers licensed in other jurisdictions or law students to practice in certain defined, limited areas and programs to certify specialists in 13 legal practice areas. In 2020, the office developed a new program for the provisional licensure of recent law graduates and others.

About the Position

The Testing Accommodations/Admissions Administration unit of the Office of Admissions is currently seeking to fill a Program Coordinator position. The Program Coordinator performs professional administrative coordination and support work for the Testing Accommodations unit. In addition, the Program Coordinator will be a key member of the Testing Accommodations team, responsible for reviewing and handling applications containing sensitive information and assisting applicants both by phone and through written correspondence. The ideal candidate should be able to communicate effectively both verbally and in writing, have customer service experience, and maintains a high degree of accuracy and confidentiality with sensitive information. This position requires someone who is proactive, pays close attention to detail, can quickly prioritize multiple demands/tasks, and can efficiently work independently or as part of a team.

Assignments related to testing accommodations include reviewing applications for testing accommodations for completeness and compatibility with exam format; completing tasks as assigned to assist with accommodations, test delivery and review, applicant communication, and record keeping; compiling and preparing the testing accommodation files for Committee review; developing and monitoring the annual budget in assigned areas, and creating financial and programmatic reports; assist with recording of processes and producing applicant-facing documentation on the testing accommodations process; and presenting to law school officials and students on the testing accommodations process.

Please note that all employees in the Office of Admissions are required to work at examinations to which they are assigned; this may include overnight travel between two to four times per year.

Definition

Under general direction, the Program Coordinator performs professional coordination and program support work and development of activities in support of assigned State Bar programs.

Distinguishing Characteristics

The Program Coordinator classification is distinguished from the higher-level Program Analyst in that the Program Coordinator is focused on professional coordination, whereas the Program Analyst provides analytical expertise regarding programmatic or functional systems and procedures, exercises a higher degree of independent judgment, and performs more complex work.

The Program Coordinator classification is distinguished from the lower-level Program Specialist III classification in that the Program Coordinator performs a broad range of professional coordination and support work that may consist of higher profile responsibilities, including support work for the Board of Trustees, the Leadership Team or Office Directors, or work that impacts multiple Programs or the entire State Bar. The Program Coordinator is also expected to perform their duties with more independence and less supervision than the Program Specialist III.

Examples of Essential Duties

Duties may include, but are not limited to, the following:

• Performs complex professional coordination and support work in support of State Bar programs and services involving the knowledge, interpretation, and application of State Bar policies, rules, regulations, and procedures.
• Provides direct support to a member of the Leadership Team or Office Director concerning the planning, implementation, and/or execution of Program objectives.
• Prepares high-quality presentations for a variety of audiences, including board members and other stakeholders.
• Reviews and analyzes processes and maintains program transactions, records, and other documents; prepares and maintains statistical data, reports, correspondence, special studies, and conducts research.
• Assists with developing and evaluating program policies and procedures; evaluates and proposes changes concerning the methods of operation and problem resolution.
• Serves as Board or other Committee coordinator, consulting with Committee Chairs and Executive and Management Staff members regarding agendas, planning logistics, programs, and projects.
• Acts as liaison between the Program, other State Bar Offices, external constituents, volunteers, or committee members.
• Responsible for creating ad-hoc financial and programmatic reports.
• May train other staff in program procedures to ensure the proper level of support for ongoing activities of the department.
• Represents the State Bar at programs and functions, coordinates activities with other State Bar departments and outside agencies, and responds to inquiries from attorneys and the public.
• Coordinates the development of publicity, materials, speakers, registration, and programs for various State Bar events.
• Designs, creates, remediates, and places content materials on the State Bar and/or State Bar Court websites.
• Prepares meeting site operations, including schedule of events and timelines, communicates program requirements, and assists with facility negotiations.
• May perform a number of other similar or related duties which may not be specifically included within this position description but which are consistent with the general level of the job.

Employment Standards

Knowledge of:

• Problem identification, analysis, and evaluation.
• Problem-solving and conflict-resolution methods and techniques.
• Advanced methods of analyzing and synthesizing the specific policies, programs, projects, and procedures to which the position is assigned, as well as how they interact with the general policies, programs, projects, and procedures of the State Bar.
• Advanced principles of business and legal writing and preparation of minutes, agendas and special reports.
• Principles in the development and management of educational and other programs.
• Principles of web architecture and development tools.
• Computer information systems, including personal computer applications, word processing, and spreadsheet programs.
• Coordination and operation of programs.
• Working knowledge of the State Bar Offices and their functions and a general knowledge of other agencies and their interface with the State Bar.
• Computerized information and database recordkeeping systems.
• The general rules of vocabulary, grammar, spelling, and punctuation as specified in Webster's New Collegiate Dictionary.

Ability to:

• Understand, interpret, and apply procedures, laws, rules, and regulations as applicable to assigned program.
• Identify problematic issues within assigned areas, think critically to recommend solutions, and take initiative to address the issues.
• Set priorities and meet established deadlines.
• Take accurate notes and identify action items.
• Operate modern office equipment, including computer hardware, software, and internet and web-based applications.
• Compile data and prepare narratives and reports.
• Professionally respond to requests and inquiries from the public, State Bar members, or other departments.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective interpersonal relationships at all organizational levels as well as with the public.
• Display a high degree of maturity, integrity, and good judgment.
• Maintain the confidentiality of information.
• Assess written documents and verbal requests, select alternatives, and make recommendations.

Minimum Qualifications:

Education:

• High school diploma: college degree preferred or a combination of education and experience sufficient to perform the duties of the position.

Experience:

• Three (3) years of progressive experience in technical, administrative, or program-related work.

Applicants who meet the Minimum Qualifications will be required to successfully complete the State Bar's selection process for this classification.

About the State Bar

The State Bar of California's mission is to protect the public and includes the primary functions of licensing, regulation, and discipline of attorneys; the advancement of the ethical and competent practice of law; and support of efforts for greater access to, and inclusion in, the legal system.

Our Values

Clarity | Investing in Our People | Excellence | Respect | Growth Mindset

Learn more about our values.

DEI Statement

We are a diverse, equitable, and inclusive workplace where all of our employees and prospective employees experience fairness, dignity, and respect.

Learn more about our commitment to DEI.

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• The State Bar of California

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