Administrative Assistant I, Law School - 24869
Washington University in St. Louis - St. Louis, MO

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Job Type/Schedule

  • This position is a job share and is benefits eligible. Each party will work 20 hours a week and the work schedule will vary per semester, therefore flexibility in accommodating an alternating schedule is required. After discussion, a mutually agreeable schedule will be set for each semester. The job share aspect of this position will be discussed during the interview process.
  • Work is performed in an office shared with one or two other faculty assistants.
Essential Functions

  • The objective of this position is to provide secretarial and administrative support to five to ten faculty members.
  • Coordinates faculty publications including any word processing and desktop publishing that may be required. Including typing, editing and proofreading of legal and empirical articles, abstracts, reports, proposals, manuscripts, book chapters, exams, and other faculty papers. Also to include the scanning of documents, creating PDF files for web pages, and conversion of PDF files to Word documents. Submit completed law review articles for publication via ExpressO.
  • Draft and edit correspondence as may be requested by the faculty, including mail merging and assembling of judicial clerkship letters (hard copy and uploading on OSCAR), as well as maintaining files, electronic and otherwise.
  • Coordinate course materials, including gathering, editing and assembling of syllabi and other handouts, obtaining copyright permission, overseeing photocopying and distribution. Submit book orders on behalf of the faculty.
  • Create picture seating charts and flash cards using the Seating Chart Generator, creating rosters using WebFac, creating and keeping attendance sheets and follow-up with students who have attendance issues according to faculty guidelines.
  • Scan to PDF and OCR course materials, etc. for uploading to course webpages and faculty profile webpages. Convert PDF documents to word for editing.
  • Type, edit and proofreading mid-terms and final exams, as well as administer and proctor of exams, and course evaluations. Also input and compute exam scores using the Grade Calculator.
  • Create and edit PowerPoint presentations for classes and faculty presentations.
  • Communicate and answer student questions/concerns with compassion.
  • Coordinate travel arrangements, accommodations, and registrations, as well as create itineraries for faculty and their visitors. This also includes preparing travel request forms as required for all business related travel. Maintain receipts and records in order to fill out and process travel reimbursements upon completion of travel.
  • Monitor spending on faculty research accounts; track research assistant hours; process receipts/expenses for reimbursement, check requests, ProCard forms, etc.; manage day-to-day operations of the office.
  • Transcribe machine recordings of items dictated by faculty members, as well as lectures, speeches, roundtables, etc.
  • Use WestLaw, LEXIS and HeinOnline (electronic databases for locating, printing, and downloading court cases, law review articles, newspaper articles, etc.).
  • Make arrangements for use of audio-visual equipment, videoconferencing, etc. by faculty and following-up to make sure equipment is ready at the designated time and place. Also make room reservations for make-up classes and special events.
  • Upload and download files, transfer images/text from one document type to another.
  • Maintain faculty calendars at their request.
  • Receive phone calls, take messages, etc. and general office duties.
  • Incoming and Outgoing mail -- Mailboxes are in each faculty assistants office for their faculty, deliver mail to their offices upon their request. Handle all outgoing mail and packages as requested.
  • Other duties as assigned. Assist with commencement, conferences, workshops, speakers, and other similar activities associated with the faculty in coordination with the Law School events department.
Required Qualifications

  • High school diploma
  • Minimum of five years secretarial or administrative assistant experience required.
  • 75 wpm typing required.
  • Expert knowledge of and experience with IBM windows, Microsoft Office and/or WordPerfect, Lexis/Nexis and Westlaw required.
  • Excellent organizational skills required.
  • Excellent spelling, grammar and punctuation skills required.
  • Excellent proofreading skills with extensive knowledge of editing marks required.
Preferred Qualifications

  • Ability to work effectively during periods of high activity.
  • Ability to handle multiple tasks in a logical, organized, accurate, and timely manner.
  • Ability to communicate in a professional manner with faculty, co-workers, staff and students.
  • Ability to work well under pressure of deadlines and yet remain flexible.
  • Knowledge of The BlueBook: A System of Legal Citation.
Salary Range

The hiring range for this position is $15.15 to $19.50 per hour.

EOE Statement

Washington University in St. Louis is an equal opportunity, affirmative action employer and encourages applications from women, ethnic minorities, veterans, and individuals with disabilities.

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