Administrative Assistant

Position: Administrative Assistant 4
Department:
Law Instruction (Staff)

Salary/Grade: NEX/12

Target hiring range for this position will be between $44,850 - $55,000 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

This position - the Administrative Assistant 4 (Faculty Assistant) - includes a high level of financial responsibilities. Principle accountabilities include responding to a wide range of instructional, administrative, and professional needs of assigned faculty and coordinating administrative processes, creating and maintaining documents, spreadsheets, databases, and arranging meetings. Additional responsibilities include managing faculty research accounts, discretionary fund, and secondary accounts; verifying charges are accurate, within budget, and posted to the appropriate chart string and work with faculty assistants to investigate and reconcile accounting issues.

A strong performer in this role will be detail-oriented, analytically minded, reliable, resourceful, and patient; able to pivot quickly and adjust plans to respond to unanticipated requests; interested in troubleshooting and problem-solving; adept at communicating clearly and concisely with diverse audiences and also have a high level of energy for procedural tasks such as completing forms, manually tracking information, and managing files.

If you are interested in joining a team of dynamic individuals and contributing to the success of the Law School, we welcome you to apply!

Job Summary:

Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events. Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable:
Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.

Specific Responsibilities:

Documents & Databases

* Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.

* Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.

Website

* Oversees creation, design & maintenance of website &/or blog content, ensuring ease & practicality of use for the targeted audience & objective.

* Organizes information in ways that promote and encourage use of site.

* Gathers information regarding programs, events, etc.

* Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.

Accounting

* Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.

* Processes accounting transfers, appropriation & funding changes, deposits, & payroll.

* Completes journal entries.

* Creates & monitors budget statements.

* Verifies that charges are accurate & posted to the appropriate account.

* Reconciles accounts.

* Resolves discrepancies &/or outstanding encumbrances.

* Assists in balancing accounts at the close of the fiscal year.

* Assists in the preparation of the annual budget.

* Administer budgets &/or accounting balances for multiple awards.

Human Resources

* Coordinates the administration of all HR actions from hiring to termination.

* Supports staff &/or academic searches.

* Recommends & implements changes to the administration of HR policy & procedures for unit/dept.

Coordination

* Manages supervisor's &/or dept calendar.

* Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.

* Sets-up & cancels meetings based on knowledge of subject & attendees.

* Coordinates large-scale &/or complex events.

* Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.

Contacts

* Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.

* Responds to unanticipated & complex issues.

* Student Services

* Coordinates student recruitment & admissions process.

* Reviews & prioritizes applications.

* Refers students to appropriate resources.

* Counsels students regarding alternatives for course requirements.

* Participates in the evaluation of program & curriculum planning.

* Recommends & implements administrative & procedural changes.

Supervision

* Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.

Miscellaneous

Performed other duties

Minimum Qualifications:

(Education, experience, and any other certifications or clearances)

* A high school diploma or equivalent is required.

* 5 years of administrative support or other…