Administrative Assistant for Faculty

493005

Grand Forks, North Dakota, United States

School of Law

Faculty Administrative

Full-time Staff

Closing on: Jun 15 2023

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• $40,000 Annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability: No

Purpose of Position

The purpose of this position is to assist the School of Law faculty and staff with a wide variety of administrative tasks. Some of these tasks include proofreading and duplicating exams, correspondence, and research materials, student papers and assignment collections, coordinating book orders, purchasing, and maintaining office supplies, prepare and administer student evaluations, management of faculty mail, posting class information, assisting with legal research, documentation of contact lists, and assistance with student organizations.

Duties & Responsibilities

• Provide administrative support for all law school full-time and part-time faculty.
  • Serves as front-line representation of faculty at UND School of Law
  • Proofreading, editing, scanning, typing, keying and management of faculty professional materials.
  • Retrieve and sort faculty mail and prepare outgoing mail for faculty.
  • Post class information for students including cancellations.
  • Coordinate and contribute to the collection of Alumni data for school wide correspondence use.
  • Coordinate and collect anonymous student evaluations for faculty.
  • Collect and return student papers and assignments and exams.
  • Duplicate exams and other materials
  • Prepare and administer exam reviews with students in person and digitally.
  • Analyze administrative operating practices to create new systems or revise established procedures.
  • Coordinate book orders between professors and bookstore, order desk copies for professors
  • Curate, document, and provide book requirements.
  • Manage and schedule meetings and appointments for faculty and students.
  • Compose letters of understanding, contracts, and other communication for faculty and adjuncts
  • Coordinate annual faculty evaluation and promotion materials processes with Promotion, Tenure, and Evaluation Committee and Dean
  • Upload faculty evaluation materials to Perceptive Content for the official UND Record
  • Purchase and inventory office supplies
  • Provides initial evaluation of completion on assignments for faculty prior to grading.
  • Answer phone, directing students, and visitors to faculty, staff, or other departments within law school.
  • Copier upkeep including paper and ink management as well as coordination of professional maintenance.
  • Assistance with grading tasks including creation of grade sheets, formulas, and calculations.
  • Utilize Blackboard and Zoom to print off materials, maintain attendance, and grading materials for faculty.
  • Records management for faculty including digitalizing documents, attendance records, and research materials.
  • Telephone management for faculty
  • Conducting legal research for faculty projects and academic writing projects
  • Assistance with student organization as faculty/staff requires including mass correspondence management.
  • Assists in review and professional, prompt responses to questions and requests for information/services.
  • Ordering of name badges, name plates, and business cards for faculty
  • Assist with faculty and student travel arrangements and payment to conferences and competitions
  • Assist students and professors with moot court competitions.
  • Design and order evidence information for mock trials
  • Assist with proofing and coding on final exams for upload into system.
  • Assist with other faculty communication and process coordination with other University departments and administration.
• Provide administrative support for faculty hiring committee.
  • Arrange travel for all prospective faculty hires including air fare, lodging, and rentals.
  • Arrange and coordinate interview schedule with prospective faculty, current faculty, current students and Dean.
  • Maintain resume materials (hardcopies/digital) for faculty to review incoming material.
  • Creation and maintenance of online data base for faculty to utilize with applicant information.
  • Schedule meetings (in person and online) with the selection committee to review applicants resume and materials.
  • Creation and maintenance of interviewee schedules while in community
  • Compile informational packets on UND and the Community for potential interviewees.
  • Compile document packets for the committee for the AALS Conference with potential applicant's information
  • Contact applicants and schedule Zoom/Skype/Teams interviews
  • Notify applicants that their information has been received and is being processed.
  • Notify applicants that they are not being considered.
  • Set up offices for new faculty members including ordering of paper goods and equipment moving requests.
• Provide additional administrative support for other law school departments including the Dean’s Office, Experiential Education programs, and student organizations.
  • Serve as front-line representative for the Dean’s Office Suite by welcoming in-person visitors and students. Answer telephone calls and direct them to the appropriate person or department, troubleshoot and answer general law school inquiries.
  • Coordinate parking for Law School visitors and events.
  • Open, screen, and distribute all Dean’s Suite mail.
  • Act as Telecommunications coordinator including arranging any conference call requests and set up, moving phone lines, and processing new phone requests.
  • Manage and coordinate key processes for the School of Law including processing and ordering new key requests, and maintaining and coordinating annual key inventory process.
  • Serve as facilities maintenance/repair request coordinator and submit work orders when necessary.
  • Maintain office supplies and equipment for Dean’s Office Suite.
  • Other duties as assigned.

Required Competencies

• Excellent written and verbal communication and interpersonal skills.
• Must have the ability to develop and maintain strong business relationships and the demonstrated ability to collaborate with all levels of the law school faculty, staff, and students.
• Must have the ability to work independently and handle multiple priorities and deadlines simultaneously.
• Strong customer service and technology skills.
• Must have strong editing and proofreading skills.

Minimum Requirements

• Four years of directly related work experience; may substitute education for directly related work experience.
• Proficient skills working with MS Word, Excel, PowerPoint, Outlook, DocuSign and Adobe Acrobat Pro software.
• Successful completion of Criminal History Background Check.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire.

Preferred Qualifications

• 2 years professional experience working as an administrative assistant.