Law Records Administrative Assistant

Provides high level administrative assistance to the Director of Academic Affairs and Law Records and to the Associate Dean of Academic Affairs, particularly with the discerning analysis of student records for character and fitness reporting to the National Conference of Bar Examiners and individual state bar entities. Assists faculty, staff, students, alumni, and others who visit or contact the Law Records Office.

Manages all requests for letters and forms, including bar certification forms. Maintains current student and alumni records through daily processing and organization of confidential files. Assists with all aspects of mid-term and final exam administration, including scheduling, programming, proctoring, and accommodations. Supports the Director of Academic Affairs and Law Records with processing degree audits for all graduation candidates. Coordinates the Office of Law Records highest grade and academic awards program.

Manages supply and support details of the Law Records Office.

• Provides high level administrative support to the Associate Dean of Academic Affairs and to the Director of Academic Affairs and Law Records, particularly with the discerning analysis of student records for character and fitness reporting to the National Conference of Bar Examiners. Meets regularly with the Director of Academic Affairs and Law Records for official certification of all reports and forms.
• Provides the following assistance to students, faculty, staff, alumni, and others who visit, call, or e-mail the Law Records Office:
• Responds to basic questions about academic regulations and redirects inquiries to the Director of Academic Affairs and Law Records or other appropriate staff person as needed.
• Managers the letters of good standing, enrollment certification, class rank, graduation certification, permission to visit away, etc. processes;
• Manages loan deferment, bar loan, SNAP benefit, and state bar forms processes and completion; and
• Processes transfer request packets, including all transfer forms and letters of good standing for transfer.
• Maintains current student and alumni records through the daily processes and organization of sensitive files.
• This includes collaborating with our digital record vendor, JPI, to design workflows to streamline the efficient transfer of files to multiple student records at once.
• This also includes updating active student files with law school application amendments, guided curriculum notifications, petitions decisions, grade changes, etc.
• Assists with all aspects of mid-term and final exam administration, including scheduling, programming, proctoring, and accommodations.
• Posts notations for highest grade and writing requirement completion in Colleague UI each semester.
• Coordinates creation of online law student records transcript storage and organization at the beginning of each academic year.
• Supports the Director of Academic Affairs and Law Records by providing and analyzing audit evaluation reports for all graduation applicants each academic year.
• Coordinates highest grade and awards program to include:
• notification of students of awards, creating certificates, ordering plaques, coordinating check request details with Loyola and the LSBA, and notifying students when payment checks and/or awards are available for pickup.
• Manages supply and support details of the Office of Law Records, including: maintains appropriate levels of all forms and bluebooks; stocks printer paper, stationery, mailers, etc.; maintains the fax machine and printers; maintains an appropriate level of office supplies. The Administrative Assistant also maintains the Office of Law Records reception area to include posting current academic calendars and updated forms.

• Performs other duties as assigned by the Dean, the Associate Dean of Academic Affairs, or the Director of Academic Affairs and& Law Records, and the Assistant Director of Law Records.

• Minimum High School diploma, GED, or equivalent. College degree preferred.
• A minimum of 3 years of experience in a law office or academic setting.
• High level of competence in Microsoft Office (especially…