Administrative Assistant II

Under the direction of the Assistant Dean of Legal Information Services, provides administrative and budgetary support to facilitate the work of the Assistant Dean of Legal Information Services and the Law Library. This position serves as an advocate for the Law Library, becoming well integrated within the broader activities of the department and the law school while developing a good grasp of the department’s roles within the overall University mission and structure.

To achieve our mission as a liberal arts college, we continually strive to foster an inclusive campus community, which recognizes the value of all persons regardless of identity. Our department is committed to contributing to an educational environment that is rich with cultural, social, and intellectual diversity.

Essential Functions:

Provides high-level administrative support to the Assistant Dean of Legal Information Services and the Law Library. Maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings and appointments; arranges necessary travel reservations and itineraries; anticipates and prepares background materials as requested. Manages all receipts, reimbursements, and business office travel documents for the Law Library. Drafts and sends correspondences. Edits, types, assembles, photocopies, and distributes documents from typed and handwritten drafts.

Works with the Assistant Dean of Legal Information Services and the Head of Collection Services to coordinate the fiscal operations of the Law Library. Monitors and reconciles expenditures from all library accounts, including from the operating and endowment budgets. Creates and maintains general library spending records ensuring proper spending and sufficient documentation within applicable guidelines. Processes and tracks invoices and reimbursements. Performs simple analysis on accounts; prepares both special and recurring reports. Authorizes payments within prescribed limits. Credit card reconciliation for multiple accounts. Supply ordering. Explains spending procedures and proper use of the library accounts to library staff.

Creates and reviews reports and budgets and compares to standards; identifies and documents variances. Communicates with the business office as needed.

Performs calculations and computations, including basic statistical and/or data analysis and account reconciliation for required reporting.

Sends contracts for signature and approval following University standards. Prepares reports and presentations. Modifies, maintains, or creates spreadsheets and databases for analyzing or managing data.

Coordinates facilities requests for the Law Library, including work orders and maintenance. Develops and maintains an efficient and effective working relationship with Facilities and third parties to make sure all library needs are being met and work orders are completed in a timely manner. Identifies and troubleshoots potential problems, disruptions, and delays.

Assists with human resources-related issues including monitoring and coordinating the onboarding of new library employees and general HR-related activities. Coordinates searches for new hires. Acts as a liaison with Human Resources on all aspects of job posting and pre-employment processes. Assists with the onboarding process. Hire, onboard, and process time for Burks Scholars. Communicates with Burks Scholars and supervising faculty.

Event planning for the law library including scheduling departmental functions and special events. Coordinate refreshments or food when necessary. Works with University Catering and outside vendors and plans set up with University Facilities. Manages library event spaces and requests in coordination with the Deputy Director of the Law Library.

Develops and coordinates office processes. Maintains departmental files and records. Follows standards for length of file retention as posted by General Counsel. Maintains Box folders of Law Library Administration.

Answers phones, greets visitors, opens and distributes mail, complies with requests for information, forms, etc. Provides verbal and/or written responses to inquiries regarding a variety of questions.

Plans, coordinates, and creates a record of all library meetings. Communicates with all library employees to provide any announcements and needed information.

Notarize documents for the W&L Law community.

Other duties as assigned by the Assistant Dean of Legal Information Services or delegate(s).

Work Schedule: 8:30 AM to 4:30 PM, Monday to Friday. Occasional night and weekend hours may be required.

Minimum Qualifications:

A High school diploma or equivalent is required (Associate’s Degree preferred)

Strong records maintenance skills.

Proficiency in Microsoft Office Suite including Outlook, Excel and Word. Proficiency with PC systems, Adobe Acrobat, Workday and other applications applicable to the office.

Notary certification preferred.

Ability to maintain confidentiality and sensitive information.

Ability to communicate professionally and effectively, both orally and in writing.

Proofreading, grammar and spelling skills.

Ability to problem-solve and use independent judgment.

Previous experience in an academic setting preferred.

Experience working in an administrative support role or a combination of education and experience which would provide a similar level of experience and skills is preferred.

Must be detail-oriented and possess strong organizational skills. Must be a self-starter and have the ability to work independently and with a team. Must also be able to communicate and interact effectively in a professional, confidential, and courteous manner with the Law Library as well as faculty, staff students, and the public.

Must have the ability to work with frequent interruptions and manage multiple projects, priorities and deadlines.

Application Instructions: Review of applications will begin immediately and continue until the position is filled. A resume and cover letter are required. Please upload both required documents to the Resume/CV upload section of the application. You will also be asked to provide names and contact information for three professional references.

Position Type: Non-Exempt, Full Time, Benefit Eligible

Minimum Pay:$20.47 - Pay Commensurate with Experience

R1023