Administrative Assistant, Law School Faculty Support

Application Instructions
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• Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Summary
The Faculty Support Assistant serves to provide efficient and comprehensive administrative support to Law School Residential, MSL, and Adjunct Faculty. Academic support contains a wide range of tasks directly related to course management, scholarly research and writing, committee appointments, conference travel expenses, and academic workshops and programs. Support Assistants also take the lead in coordinating exam review and disseminating information to Faculty regarding Law School-wide events and timelines.
The Faculty Support team is uniquely situated to serve as a resource and provide general support to the administration of Law School-wide processes and initiatives. Support Assistants are expected to be able to anticipate faculty needs and be prepared to help communicate process changes and share feedback.

Essential Functions:
Law Faculty Support

• Responsible for the creation of class rosters, photo seating charts and PowerPoint presentations.
• Other Functions:
• Understands and administers aspects of academic technology in Canvas and other future learning management systems. This could include formatting, editing and uploading course materials, calendaring courses and office hours, and assisting with accommodations for timed quizzes and other assessments.
• Understands law school-wide processes and timelines, anticipating and preparing faculty for upcoming events and deadlines.
• Performs information retrieval and data collection as needed to assist faculty in the preparation for their academic endeavors.
• Assists with aspects of exam administration including preparation, distribution and document record keeping. Coordinates and leads review sessions for students as part of adhering to academic, student, and operational policy such as student anonymity.
• Create resources and assist with onboarding and orientation for new faculty (both resident and adjunct).
• Assists with faculty documentation related to Law School teaching and scholarship, including conversion, formatting, troubleshooting, copying, scanning and proofreading. This may apply to written scholarship, exams, outlines and other material.
• Utilizes software related to clerkship recommendations, providing support and training when needed as well as mailing and organizing letters of recommendation.
• Serves as a main point of contact and disseminates a wide range of information regarding academic programming, student matters and academic events. Answers and routes phone calls, mail and email messages accordingly.
• Processes travel expenses and reimbursements for faculty, committees and guests.
• Responsible for a wide range of administrative functions that assist faculty with their teaching responsibilities, committee assignments, scholarship and other job-related activities.
• Coordinates book orders and assists with preparing additional class materials before each semester and throughout the academic year.

Program Support and Special Projects

• Coordinates maintenance and supplies for copiers/printers near faculty offices.
• Other
• Assist the events team in coordination of academic events. Builds and delivers materials, manages timelines, tracks information for events as needed.
• Other duties as assigned.
• Coordinates purchases and maintains inventory of non-specialty office supplies used by faculty.
• General Administration
• Assists with requests for facilities assistance and reports emergency related information as needed.
• Provides program support for faculty-specific and Law School-wide initiatives.
• Required Education, Knowledge, Skills, Abilities:
• Takes on special projects as assigned based on availability, skill level and areas of individual interest.
• Maintain the templates for branded letterhead, stationery, envelopes and other branded printed materials. Develop new or revised versions as needed.
• Responsible for document storage and record keeping.
• Organizes materials and assists with coordination for Wake Law workshops, committees, and programs. This can involve creating electronic files with outlines, agendas and itineraries, completing room reservations, and sending out polls or calendar invites.

Associate’s degree and 3 years of professional administrative experience or equivalent combination of education and experience.
Proficiency in Microsoft Office, GSuite, Adobe products, ability to juggle competing requests, high level of problem solving and multitasking; strong interpersonal skills, professionalism and work ethic; excellent written and verbal communication and organizational skills; ability to work in a diverse work environment; self-sufficient but also able to work as a team player.
Preferred Education, Knowledge, Skills, Abilities
Bachelor’s degree or paralegal degree or certification. Experience in a law firm or similar setting and familiarity with legal terminology and citations.
Accountabilities
This position will report directly to the Manager, Faculty Support Services. The incumbent interacts with Faculty, Students, and Staff at the Law School.
Physical Requirements
Work is mainly sedentary. Daily requirements include use of computer, phone, and physical filing/stocking. Occasionally required to lift and move up to 10 lbs of weight. Must be able to push and/or pull a rolling cart with equipment and supplies, and may be asked to assist with event set up or breakdown.
Environmental Conditions
Work is performed inside an office building during all seasons and in all types of weather. Employees are expected to use appropriate and acceptable safety measures. Assign in-office hours will be dependent upon business need.
Disclaimer
This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee’s supervisor.
To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.
Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply.
Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.
Additional
Time Type Requirement
Full time
Note To Applicant
This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.
In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.
Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.