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Staff Assistant - Part-Time

Job Description:

Occupation Summary

The primary responsibility of the staff assistant position is to provide instructional and administrative support to multiple tenured and tenure-track faculty in their research, teaching and publication activities.

Work Performed Instructional support (55%) 

  • Download, edit and format course materials 
  • Scan course materials to create electronic documents 
  • Proofread scanned documents for accuracy 
  • Ensure that course materials are prepared and distributed on time 
  • Proctor exams and input grades 
  • Maintain confidentiality of student records and information
  • Place orders for textbooks 
  • Conduct course evaluations 
  • Post course assignments and materials to Sakai or the appropriate website 
  • Obtain copyright permissions for materials used in coursepacks. 
  • Conduct basic research 
  • Provide class rosters and other materials to ensure that students and instructors have everything needed for a successful class 
  • Prepare PowerPoint slides, charts and graphs to be used for students and in the classroom

Administrative and Financial Support (35%) 

  • Arrange and schedule appointments and meetings 
  • Prepare necessary documents for meetings  .
  • Make arrangements for guest speakers, i.e. travel reservations, hotel accommodations, meals, etc. 
  • Manage faculty funding sources by ensuring that charges are applied appropriately 
  • Reconcile grants 
  • Ensure financial documents are processed for reimbursements accurately and timely 
  • Maintain accurate and current time-tracking records 
  • Participate in staff meetings and training sessions

Research Support (10%) 

  • Conduct research using the Law library, Westlaw, Lexis and Internet resources 
  • Format and edit articles and manuscripts 
  • Obtain copyright approval 
  • Prepare camera-ready documents following publisher guidelines
  • Create indices and tables of cases
  • Cite check and use appropriate citation format
  • Proofread galleys and page proofs to ensure accuracy
  • Manage and organize electronic files and databases

There may be other duties as assigned by the supervisor.

Education/Training

Work requires a broad knowledge of office and administrative processes normally acquired through two or more years of post-secondary education in a business or administrative field. Experience BA/BS (or exceptional work experience in a legal and/or academic environment for two years) or equivalent.

  • Ability to deal with a variety of constituents and to prioritize work for multiple professors.
  • Requires manual dexterity to operate machines and handle documents.
  • Requires visual acuity to type and read.
  • Also requires mobility to be able to go to the location of various equipment and the offices of professors and administrators, as well as meeting sites.

Knowledge, Skills and Abilities

  • Excellent knowledge of Microsoft Office 2010 or 2013 Type 50 wpm
  • Ability to learn new programs quickly
  • Excellent communication, both oral and written
  • Proofreading skills
  • Organizational skills
  • Capable of making decisions and exercising good judgment
  • Ability to work under deadline pressure Ability to deal with a variety of constituents efficiently
  • Ability to prioritize work assignments for multiple faculty
  • Ability to be flexible when work assignments change on short notice Enjoys and can effectively multitask
  • Ability to perform errands 
  • WordPerfect, Westlaw, Lexis, Adobe Pro, Outlook skills desirable
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