$47,200 – $76,733 (CL 24) *

San Francisco, CA

About the Office

The Office of the Circuit Executive (OCE) serves the Ninth Judicial Circuit of the United States Courts. It is the largest federal circuit in the country, comprising nine western states and two territories. The Office serves the Court of Appeals as well as the District Courts, Bankruptcy Courts, Probation and Pretrial Offices, and Federal Public Defenders.

The OCE was created by statute to provide professional administrative staffing to circuit councils, which are composed primarily of judges engaged full-time in deciding cases. The OCE provides administrative support to the Judicial Council of the Ninth Circuit and its various committees. It also provides direct services to judicial court units in the Circuit. OCE responsibilities flow from directives of the Judicial Council or the Chief Judge of the Ninth Circuit.

The OCE is committed to providing professional support to the Judicial Council and courts of the Ninth Circuit and ensuring the highest level of public trust in the administration of justice. This support includes identifying needs, conducting studies, proactively developing and implementing innovative policies, providing training, public information and human resources support, coordinating building and IT projects, and advising the Council on procedural and ethical matters.

About the Role

The Conference and Education Assistant provides administrative and technical support for the annual Ninth Circuit Judicial Conference, manages all aspects of event registration, order fulfillment, financial tracking and provides such services as needed for other circuit-related conferences, Pacific Islands education programs under special grant funding, and the Lawyer Representatives Coordinating Committee.

Representative duties include:

  • Providing administrative support for the Conference and Education Unit activities and programs, primarily for the annual Ninth Circuit Judicial Conference, other circuit-related conferences, workshops, and meetings, such as the New Judges Orientation, and programs organized by the Education Programs Administrator coordinating programs for the Pacific Islands.
  • Manages all aspects of event registration using CVENT, to provide administrative, meeting coordination, technical support, order fulfillment, and financial tracking.
  • Receives, accounts for, and supervises the deposit of funds, and processes all refunds related to the Conference. Follows a system of internal controls to assure proper segregation of accounting functions and error prevention.
  • Oversees and schedules on-site coordination, provides staff support at the Conference site and assists in organizing the work of Conference registration desk staff, registering participants, distributing materials, and providing required administrative support, and tracking and accounting for attendance for special events, including printing, assembling, and oversight of shipment of equipment and materials.
  • Copies, collates, and distributes agenda materials for committee meetings and programs as requested. Arranges conference calls, proofreads, and assembles information for minutes, reports, and studies; and maintains unit files and Conference supplies. Assists with organization of committee dinners and lunches.
  • Prepares Excel reports and payment forms for monthly Pacific Island credit card statements, makes hotel reservations for individual judges, as requested, and prepares purchase orders and assists in preparing the annual report for the Department of Interior.
  • Tracks program-related expenses for Pacific Island education programs, prepares cover sheets for invoices, enters data in financial spreadsheets, and maintains fiscal year binders with invoices and receipts organized by grant.
  • Summarizes evaluation forms from education surveys and assessments. Maintains and posts periodic updates to websites: the Pacific Judicial Council, the Lawyer Representatives, and others as needed.
  • Other duties and projects relevant to the position, as assigned.

Required Qualifications

A minimum of two years of experience working as conference administrative coordinator, or on event planning projects and:

  • Proficient skill in the use and implementation of software involving database management, including CVENT or similar software for conference and event management, payment gateways, essential to conference operations management. Proficiency in the use of automated equipment including word processing, document preparation, spreadsheet, database applications and various other online requirements such as posting updated materials on unit-managed websites. Proficiency in Zoom meeting hosting and Microsoft Office 365.
  • Knowledge of organization principles, practices, methods, and techniques. Ability to plan, organize and coordinate all aspects of registration and onsite operations for conferences. Skilled at managing multiple priorities.
  • Ability to communicate effectively (orally and in writing) with individuals at all levels of internal and external organizations to provide information and training about the registration and fulfillment functions of the Conference registration process. Skill in customer service and providing accurate and timely information.

Rewards & Perks

Salary: $47,200 – $76,733* (CL 24), depending on qualifications and experience. 

Time off: 10 paid holidays, 13 vacation days, and 13 sick leave days per year. After three years, vacation days accrue at a higher rate.

Benefits:

  • Federal pension plan and optional employer-matching Thrift Savings Plan (similar to a 401K).
  • Choice of a variety of employer-subsidized federal health and life insurance plans. Optional dental, vision, and long-term care coverage.
  • Flexible spending account to pay out-of-pocket health and dependent care expenses with tax-free dollars.

Other Perks: Telework opportunities; eligibility for Public Service Loan Forgiveness Program; public transit subsidy; alternate work schedules; reasonable work hours; on-site gym and café.

How to Apply

Please submit a single PDF through the Career Portal that includes: (1) a cover letter directly addressing this position, and (2) an up-to-date resume. Only applications with a cover letter and resume will be considered.

Next Steps

  • Priority given to applications received by March 24, 2021.
  • Tentative interview dates via video conference: April 5, 2021.
  • Position open until filled.

Conditions of Employment

Must be a U.S. citizen or permanent resident in the process of applying for citizenship. Successful applicants are provisionally hired pending results of background investigation and fingerprinting. Positions with the U.S. Courts are at-will, excepted service appointments, and may be terminated with or without cause by the Court. Employees are required to adhere to the Code of Conduct for Judicial Employees. Direct deposit of pay required.

The Court reserves the right to modify the conditions of this job announcement, or to withdraw the announcement, for any reason including, but not limited to, budgetary issues. Said modifications may occur without prior written or other notice.

Equal Opportunity Employer