Faculty Assistant, Law School

The Faculty Assistant is part of the Faculty Support Services Department within Vanderbilts Law School. The person in this position provides administrative support to 9 resident faculty members: Rebecca Allensworth Jim Blumstein Ingrid Brunk Sannoy Das Sara Mayeux JB Ruhl Matthew Shaw Ganesh Sitaraman Michael Vandenbergh. Assignments are subject to change based on faculty support needs. The Faculty Assistant interfaces with faculty staff and students to assist faculty members in accomplishing their teaching research publishing and service goals. The Faculty Assistant also provides general financial administrative assistance. This position works on campus on a full-time basis with limited flexibility for remote work (possibly but not guaranteed 1 remote work day per week).

Vanderbilt Law Schools national reputation has its basis in our rigorous academic program which is developed and delivered by our faculty of top legal scholars. The Faculty Support Services Department consists of six administrative assistants (each with a primary back-up) who work closely together to provide comprehensive administrative support to faculty in their research teaching and scholarship.

Key Functions and Expected Performance:
Perform course-related tasks for assigned law professors.
Routine postings for faculty (i.e. class assignments faculty materials or other information) as needed to Brightspace.
Assemble and prepare class materials. Create and produce seating charts photo index cards attendance lists or similar classroom materials.
Submit book orders for each class.
Assist Student Life Office with exam distribution proctoring and compiling of completed exams during heavy exam period.
Assist faculty with creation and administration of mid-term exams.
Assist individual professors with grades exam preparation course evaluations.

Handle correspondence on behalf of assigned law professors.
Prepare correspondence speeches or memoranda.
Prepare letters of recommendation and clerkship letters.
Familiarity with mail merge to generate multiple personalized clerkship recommendation letters as requested.

Provide assistance for committee work of assigned faculty.
Serve as assistant to faculty for University and Law School committees or professional associations/organizations.
Collect materials and documentation organize and create files.

Provide administrative support for faculty research and scholarship.
Proofread and edit legal manuscripts of a complex and technical nature that require basic knowledge of legal terminology and proper legal citation form spelling formatting accuracy grammar sentence structure style theme and tone.
Expert knowledge of guidelines and proper format for submitting manuscripts to legal publishers including SSRN; familiarity with on-line Expresso and Scholastica systems for submitting law review articles.

Coordinate faculty workshop events.
Arrange and coordinate catering for workshops/seminars send email invitations and distribute speakers presentation materials.

Provide general financial administrative assistance for assigned faculty.
Handle domestic and international travel arrangements for assigned professors including filing travel expense reports; assemble and submit passport and visa applications for international travel; familiarity with Concur (travel) and Oracle (expense) systems.
Assemble payment requests and procurement orders for Oracle Procurement Requestors.
Maintain documentation of expenditures to prepare reimbursement requests for faculty; requires a familiarity with university COA and POET numbers.

Perform other general administrative tasks.
Maintain calendars arrange appointments and coordinate complex meeting schedules for assigned faculty.
Answer inquiries in consultation with faculty or Faculty Support Services Administrative Officer resolve routine matters on professors behalf.
Serve as liaison between professors and students student research assistants or student workers and other University departments or schools.
Provide training assistance and back-up support to other support staff.
Other duties and support as assigned by the Faculty Support Services Administrative Officer.

Supervisory Relationships:
This position does not have supervisory responsibility; the position reports administratively and functionally to the Faculty Support Services Administrative Officer.

Qualifications:
Bachelors degree or equivalent relevant experience is necessary.
A minimum of 2 years relevant experience is necessary.
Experience in a higher education setting is preferred.
Strong written (including editing and proofreading) and verbal communication skills and attention to detail is preferred.