Administrative Assistant

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Administrative Assistant
Duties: Provides administrative support for multiple faculties, projects and the International Arbitration Institute. Serves as faculty support for Law School Professors, Adjunct Professors, Visiting Professors, , reporting to the Office Supervisor and the Law School HR Director and the institute’s director. Employees in this position should be detail oriented, have excellent communication and organizational skills, and be able to multi-task. Supports two full-time faculty, as well as adjunct faculty, visiting professors, and research assistants and student assistants of the institute as assigned by the institute’s director and HR Director, exercising a high degree of resourcefulness, independent judgment, initiative and professional knowledge of the Law School and its departments; working with highly confidential materials; meeting deadlines; retrieving and distributing faculty mail. Completes assignments requiring the collection, and organization of data; may provide analysis. Example: Creates reports in regards to Faculty instructions of the various titled assignments submitted by students. The Admin Assistant is responsible for collecting the information, separate and input data as to Professor’s specification. Maintains reports on student class participation and assignments. Provides final breakdown for grading purposes. Prepare class material packets to include syllabus and additional reading materials/handouts; collect and record student assignments; manage course and personal files; coordinate with library regarding reference requests; retrieve cases and articles online through the WESTLAW reference system; maintain class course pages via BLACKBOARD and TWEN online; create seating charts using students photos to compose a replica of classrooms; reserve rooms for meetings; communicate and collaborate with numerous high-level offices and officials on and off campus in a professional manner. Serve as liaison between faculty and students, receiving and answering student questions, relaying faculty and student communications verbally or via email, and setting appointments with faculty. Serve a contact person for international arbitration LLM students and respond to queries of prospective students. Keep files of arbitration applicants. Exercise the highest level of confidentiality and security measures relating to final and mid-term examinations by typing, proofing, copying and delivering exams to the Registrar; retrieve exams when finished to reconcile exams by anonymous grading numbers; assist professors with final grades; schedule student appointments for exam reviews. Create and log student’s absences through Excel spreadsheet to monitor and reconcile class attendance. Serves as a primary information resource regarding assigned faculty; plan, prepare and coordinate materials for events such as workshops and symposiums, including the IAI’s events, as directed by assigned faculty and IAI’s director, by securing meeting location, catering, audio visual and any other logistics related to event. Update and maintain mailing lists; conducting large mailings such as reprints, newsletters, invitations; conduct mail shipping through FedEx or U.S. Mail; and may lead the work assignment of student workers. Monitor and respond to faculty and student emails; produce a high volume of printing and photocopying, faxes and scanning; Coordinate travel arrangements through the University’s travel agency or online; prepare and submit reimbursements; complete check requisitions and purchase orders electronically through the University’s Ariba system. Display excellent customer service when greeting visitors/students, handling inquires. Maintain faculty calendar as needed; provides routine and general clerical support as needed to faculty; answers telephone calls, takes messages, answer routine questions, and transfer calls to appropriate individuals. Contact publishers to order desk copies, supplements and teacher’s manuals for faculty as needed; place textbook order for courses. Provide support to Faculty with external and internal committees; prepare materials for meetings, arrange meetings. Maintain office supplies for assigned faculty on an as needed basis.

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