Administrative Assistant

Hours-

M-F 8:45am-4:45pm with 1 hour lunch (35 hours per week)

Onsite daily in Boston to start. Once settled, might be able to work from home 1-2 days per week.

• 1+ years of administrative experience
• MS Office (Word, Outlook, Excel & PowerPoint)

• Academia industry
• Workday

As a member of an administrative services team, the Admin provides complex and diverse support to assigned group of faculty, adjunct faculty, and administrators within the Law School. Effectively manages and meets the demands of a busy office suite. Anticipates the needs of, and serves as a source of information and problem solving for, students, faculty, adjunct faculty, professional staff and other constituents.

Work may be confidential in nature and require a thorough knowledge of University and Law School practices and procedures.

20% Fully manages the operation of a faculty suite within the Law School, providing a wide range of comprehensive administrative support. Successfully anticipates problems and challenges and proactively finding resolutions.

Designs and manages electronic and hard copy file systems; responds to inquiries from students, faculty, and the general public; coordinates hard copy and electronic mailings; develops database information to support the programmatic needs of programs, committees, and projects as assigned.

Provides front-line support, greets and provides information in person, via phone, zoom and email. Tactfully handles inquiries, answering as many as possible independently and referring others to the department head, appropriate faculty member, or another University department when appropriate, always ensuring adequate next level support before moving the individual on.

Schedules appointments and maintains/monitors calendars.

Manages the auxiliary services of the suite, including office supplies and equipment.

Additional duties include, but are not limited to: keeping faculty informed of key dates and deadlines; maintaining individual faculty schedules and/or office hours using a variety of systems which may include Microsoft Bookings, Outlook, or other software or in hard copy format. Also may be required to provide training and support to faculty and/or students on general administrative procedures and protocol.

40% Provides comprehensive administrative support to faculty with courses, special initiatives, committee work, special projects, and scholarship. May assist faculty in the use of word processing and web-based course software and campus portals; enter student applications/information into University software and systems; and/or provide general trouble-shooting to faculty and department with a variety of applications and equipment. Orders desk copies of textbooks, and coordinates the creation and dissemination of course materials, books and packets;

maintains class attendance records; distributes, and collects assignments and take-home exams electronically and in hard copy upon requests (including the creation of on-line tests and quizzes that may require limited availability, setting retrieval and posting deadlines, and facilitating auto-correct and grading features as requested).

Prepares, organizes, researches, drafts, and word processes reports, correspondence, letters, memos, and presentations. Also assists faculty with the final layout of exams, syllabi, manuscripts, course materials, and related documents, word processing materials in final form.

Provides substantial typing, formatting and editing assistance to faculty with scholarship projects. Converts documents between Microsoft Word, Adobe PDF and other desktop publishing software. May include communicating directly with publisher to ensure manuscripts comply with publishing requirements. May provide assistance with legal research projects relating to faculty scholarship as needed.

Incumbent may also assist faculty by providing limited supervision to faculty research assistants and/or teaching assistants, answering their inquiries, assisting with the completion of copy/print requests, room reservation requests to facilitate review sessions and office hours, and facilitating requests for technical, media and other support.

Develops procedures and systems to improve efficiency, creates and manages both hard copy and electronic file systems; drafts, polishes, and distributes correspondence on behalf of faculty. Maintains guidelines and/or policy manuals for each committee/event and periodically…