Executive Office & Admin Specialist 1885 - Two openings available
Position Summary: Provides administrative assistance to an assigned group of Law School faculty members. An assistant to faculty ratio can be up to 5-12. Administrative tasks can range from data entry and scheduling, to editing and finalizing legal documents. He/she organizes and prioritizes multiple requests and deadlines while continually problem solving and explaining policies and procedures. Scope of interactions include faculty, staff, students, judicial officers, judges, and law firms.
Responsibilities / Duties:
Creates, edits and proof reads (spelling, grammar, punctuation, style) manuscripts, reports, graphs, presentations, correspondence, and legal documents.
Identify, collect and compile materials to assist with the creation of class materials and exams.
Work with publishers to establish and obtain final proofs on manuscripts and articles.
Create TWEN (legal educational website) site for each class offered at Law School. Give students access, list assignments, and track the timeliness of assignments.
Be the first point of contact with faculty, students, and other law school constituents to explain policies and procedures and take initiative to problem solve situations or determine if matter must be referred directly to faculty member.
Be the main point of contact for students regarding assignments, mid-terms/exams, faculty appointments, etc.
Proxy for faculty letters, classroom management, mid-terms/exams, and reimbursement forms.
Serve as a proctor during mid-terms and final exams and provide support around grading process.
Post faculty articles on TWEN website and assist with article and/or journal submissions on external websites.
Compose and type correspondence to judges, court officers, law firms, students, and peer institutions.
Use legal terminology and the Blue Book legal citation style guide for documents, materials, and presentations.
Plan and administer faculty hosted events ranging from small group meetings to international conferences. This includes scheduling, communications, lodging, vendor negotiations, budgeting, catering, technology setups, and travel arrangements and travel reimbursements post event.
Determine if copyright permissions are needed for class materials and contact publishers and authors to obtain permissions.
Process and distribute all new hire paperwork for Research Assistants.
Assist with scheduling and making travel arrangements, and file necessary paperwork afterwards, to include reimbursements, travel card and purchasing card. This includes being familiar with international conversion rates as well as with the U of M reimbursement policies (alcohol, guests, per diem, etc.).
Convert classroom materials for disability access.
For faculty on leave, vacation or business travel: handles those items that require immediate action (per professor's instructions prior to departure), forwards appropriate items, and responds to inquiries in an established manner.
Administrative supervision (provide an understanding of general office protocol) for faculty research assistants.
Manage renewal of faculty memberships and make conference registrations.
Provide backup support for Administrative Assistants who are on vacation or sick leave, or who for other reasons need additional assistance with their work load.
Performs other job-related duties as assigned.
Sets up and maintains course material files for each assigned faculty member.
Sets up and maintains publication files for each assigned faculty member.
Sets up and maintains copyright permission files for each assigned faculty member.
Sets up and maintains files for other projects, committees, or information as requested by each assigned faculty member.
Organize and maintain files including cross-referencing databases.
File documents in electronic document management system.
Obtain necessary required financial documents and provide assistance around the reimbursement process.
This position is covered by the AFSCME Clerical Union. Union/Fair share deductions may be made.
Pay range: $16.18 - $27.21 per hour, depending on experience and qualifications.
High School Diploma / GED and four years of related office experience including customer service and event planning. Training/education may be substituted for some of the years of experience.
Experience working in an education and/or law setting.
Experience providing executive level support.
Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Mail Merge, etc.), Google Suite (Docs, Sheets, Forms, etc.), electronic calendaring, teleconferencing, web-based reporting and data manipulation.
Proven ability to take initiative and work independently.
Experience handling sensitive information.
Experience composing and editing legal correspondence, and other documents.
Internal Number: 331916
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.