Faculty Assistant - Law School
As a member of an administrative services team, incumbent provides complex and diverse support to assigned group of faculty, adjunct faculty, and administrators within the Law School. Effectively manages and meets the demands of a busy office suite which includes, but is not limited to: (1) providing administrative and secretarial support to assigned group with courses, committee work, scholarship and a wide variety of tasks and special projects; (2) coordinating faculty travel and facilitating reimbursement requests, ensuring compliance with University policy, as needed; (3) anticipating the needs of, and serving as a source of information and problem solving for, students, faculty, adjunct faculty, professional staff and other constituents.
- Fully oversees the operation of a faculty suite within the Law School. Provides a wide range of comprehensive administrative support. Successfully anticipates problems and challenges and proactively finding resolutions. Designs and manages electronic and hard copy file systems, responds to inquiries from students, faculty, and the general public, coordinates mailings, develops database information to support the programmatic needs of programs, committees, and projects as assigned. Tracks and orders office supplies; arranges furniture repair and facilitates the completion of other maintenance needs. Provides reception desk coverage and front line support for faculty and students, answers phones, greets and provides information in-person, via phone and via email, and schedules appointments. Tactfully handles inquiries, answers as many as possible independently and refers others to the department head, appropriate faculty member, or another University department when appropriate.
- Additional duties include, but are not limited to: keeping faculty informed of upcoming deadlines, maintaining individual faculty schedules, posting office hours, training faculty and/or students on general administrative procedures and protocol.
- Provides comprehensive support to faculty with their coursework and scholarship: Assists faculty in the use of word processing and web-based course software and campus portals. May be required to enter student applications/information into the Colleague database and other required University systems. Provides general trouble-shooting to faculty and department with a variety of applications and equipment. Orders desk copies of textbooks, and coordinates the creation and dissemination of course materials, books and packets Maintains class attendance records; distributes, and collects assignments and take home exams electronically and in hard copy upon requests (including the creation of on-line tests and quizzes that may require limited availability, setting retrieval and posting deadlines, and facilitating auto-correct and grading features as requested).
- Prepares letters and memos, word processing correspondence, exams, syllabi, manuscripts, course materials, word processing materials in final form and plans layout of reports and related material. Provides substantial typing, formatting and editing assistance to faculty with scholarship. Converts documents between Microsoft Word, Adobe PDF and other desktop publishing software.
- May include communicating directly with publisher to ensure manuscripts comply with publishing requirements. Provides assistance with legal research projects relating to faculty scholarship.
- Assists faculty by providing limited supervision to faculty research assistants and/or teaching assistants, answering their inquiries, assisting with the completion of copy/print requests, room reservation requests to facilitate review sessions and office hours and facilitating requests for technical, media and other support.
- Obtains confidential materials including class and grade rosters and exams for faculty use. Disposes of confidential material as needed
- Provides comprehensive administrative and secretarial support to multiple faculty committees, special projects, initiatives, tasks, academic concentrations, special projects, and some approved outside professional groups as appropriate. Assignments may change from time to time based upon workload and department need.
- Fully manages and coordinates all work related to committees, programs and organizations as assigned. Must successfully anticipate problems and needs and proactively determine appropriate course of action. Develops procedures and systems to improve efficiency, creates and manages both hard copy and electronic file systems; drafts, polishes, and distributes correspondence on behalf of faculty Directors, Chair(s) and Committee members. Maintains guidelines and/or policy manuals for each committee/event and periodically provides training to new faculty Chairs/Directors in policies and procedures relative to specific committees/programs as appropriate. Also acts as liaison between faculty Chairs, committee members, students and high profile or prestigious guests as needed.
- Manages and maintains committee master calendars to include all appointments, meetings, events and travel related to each Committee. Schedules and coordinates logistics for meetings, conference calls, seminars, and events.
- Fully manages and executes related meetings and events Includes, but is not limited to, securing appropriate room reservations, arranging food and beverage services, drafting, editing and sending memoranda, completing computer mail merges, sending invitations, accepting replies, maintaining database files, arranging travel plans, reserving necessary equipment from University Media Services and Facilities Management. Works with Department Assistant to arrange room setups and breakdowns, and complete internal budget forms and reports as needed. Maintains successful relations with University and Law School departments to ensure maximum quality and service. May be required to produce event marketing materials including programs and brochures, reply cards, flyers, posters and handouts and create and facilitate posting of files to the Campus Messaging System.
- May be required to monitor and answer committee related email box, and to create, edit, and maintain webpages. Ensures all event related signage is removed after events.
- May be required to coordinates domestic and international travel for faculty and guests, candidates, and student representatives as needed which includes arranging transportation, managing itineraries, coordinating hotel accommodation and facilitating requests for monetary advances and reimbursements. Briefs traveler on University policy relevant to reimbursement procedures and proof of payment requirements. Completes all pre- and post-travel budgetary forms and ensures compliance with University policy and regulation.
- Assists Director and/or Faculty Chairs by gathering data and information for the Law Dean’s Office which includes updates on the teaching schedules of faculty; composing and drafting documents and correspondence for presentations, course handouts, conferences, seminars, and reports. Maintains list of course requirements for specific Law Academic Concentrations as assigned for distribution to students. Reviews program communication with faculty directors and chairs. Creates, maintains, modifies, and/or ensures accuracy of content in various academic program documents, displays, reports, brochures, and/or websites
- Serves as a member of a team assisting with the management of faculty projects in the absence of their assigned support person and/or with overflow department work. This includes but is not limited to, sorting/distributing mail, ensuring faculty work is completed and answering inquires as needed.
- Provides assistance to the Director of Law Support Services and/or Department assistant on a wide variety of department projects and tasks as needed, including periodically assisting with a wide range of building-related projects and assisting with the maintenance of department budgets by tracking office expenses, completing check requests, purchase orders, travel expense reports for faculty chair or Director approval.
- Will support faculty, team members, and the Director on projects and other duties as assigned.
- Three to five years of relevant experience in an office setting or an associate’s or bachelor’s degree is preferred. Experience in an academic setting is preferred but not required.
- Strong computer skills including: MS Office (Word, Excel, Outlook and PowerPoint) as well as relational database experience (Suffolk uses Ellucian Colleague). Familiarity with desktop publishing software including MS Publisher is preferred. Must have sufficient comfort level with computers to allow for basic troubleshooting and problem-solving for self, student and/or faculty users. Sufficient facility with computer software to learn the use of Westlaw, Lexis/Nexis for basic research, the Internet for basic research, Campus Cruiser, Blackboard and other campus and/or online course systems to post information and other software/programs. (In-House basic training for some programs, including Westlaw & Lexis/Nexis is available.)
- Requires excellent time management, written and oral communication, as well as organizational skills.
- Must be committed to providing the highest level of customer service and responsiveness.
- Demonstrated experience working in a high volume, deadline oriented customer focused environment.
- Proven ability to work independently and as part of a dynamic team. Must be creative and proactive.
- Must be able to handle difficult situations and confidential material with sensitivity and professionalism.
- Excellent attention to detail and high standards for quality of work.
- Ability to understand and work with university policies and procedures including, but not limited to the Family Educational Rights and Protection Act (FERPA).
- Ability to take initiative where and when appropriate but also the confidence to know when consultation with the faculty member, Director and colleagues is necessary.
- Knowledge of legal terminology and Blue Book Citation process is preferred.
- Works standard University business hours 8:45am-4:45pm. On occasion must be available to work evenings and weekends as needed to staff and support Law School events including, but not limited to Commencement, Orientation and others.