Administrative Assistant, School of Law

Wake Forest University•Winston-Salem, NC

About The Position

This new, assistant-level administrative position will serve as a bridge between Faculty Support and the Registrar’s Office. While the majority of the position will be focused on Faculty Support, the incumbent will work with both teams to process requests from students and faculty, providing exceptional service to the Law School community. Faculty Support serves to provide efficient and comprehensive administrative support to Law School Residential 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 are expected to be able to anticipate faculty needs, be prepared to help communicate process changes, and provide consistent and reliable support. The Law Registrar administers academic policies and procedures related to maintaining student records, the academic schedule, registration, exams, end-of-term processing, and commencement. The Support Assistant will primarily be responsible for managing records requests, such as bar certifications, and assisting with exam administration.

Requirements

Associate’s degree and 3 years of professional administrative experience or equivalent combination of education and experience.
High-level attention to detail and problem-solving ability; excellent written and verbal communication, interpersonal, and organizational skills; ability to work in a diverse work environment; able to work both autonomously and collaboratively.
Proficiency in Microsoft Office, GSuite, Adobe products and a strong ability and willingness to learn new programs.

Nice To Haves

Bachelor’s degree or paralegal degree or certification and 3 years of professional administrative experience, or equivalent combination of education and experience.
Preference will be given to candidates with experience in a law firm, higher education institution, or similar setting.

Responsibilities

Law Faculty Support Responsible for a wide range of administrative functions that assist faculty with their teaching responsibilities, committee assignments, scholarship and other job-related activities.
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.
Understands law school-wide processes and timelines, anticipating and preparing faculty for upcoming events and deadlines.
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.
Understands and administers aspects of academic technology in Canvas or other 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.
Responsible for the creation of class rosters, photo seating charts and PowerPoint presentations.
Assists with preparing additional class materials before each semester and coordinating makeup classes throughout the academic year.
Coordinates and proctors sessions for students to review exams as part of adhering to academic, student, and operational policy.
Processes travel expenses and reimbursements for faculty, committees and guests.
Performs information retrieval and data collection as needed to assist faculty in the preparation for their academic endeavors.
Law Registrar Tracks and delegates tasks as part of records request processing. This includes bar certifications, enrollment verifications, and transcript requests.
Assists with midterm and final exam administration, including collecting and preparing necessary information from faculty, building exams, tracking and organizing student submissions, and proctoring.
Provides program support for faculty-specific and Law School-wide initiatives.
Assist the events team in coordination of academic events such as commencement.
Takes on special projects as assigned based on availability, skill level and areas of individual interest.
Maintains inventory of non-specialty office supplies used by faculty.
Coordinates maintenance and supplies for copiers/printers near faculty offices.
Assists with requests for facilities assistance and reports emergency-related information as needed.
Responsible for document storage and record keeping.
Other duties as assigned.