Executive Assistant to the Vice Dean for Faculty
Vermont Law School is committed to cultivating and preserving a culture of inclusion and connectedness. We grow and learn better together with a diverse group of faculty, staff, and students. In recruiting for faculty and staff, we seek unique backgrounds to enrich and challenge our community. As part of our commitment to compliance with the Americans with Disabilities Act, candidates who meet the qualifications for this position and who require accommodations to apply should contact Human Resources at email@example.com. Vermont Law School strives to raise the bar for being an Equal Opportunity Employer, and we prohibit discrimination based on race, color, religion, ancestry, sex, sexual orientation, gender identity, age, national origin, place of birth, marital status, disability, veteran's status, HIV status, pregnancy, genetic information, health insurance status, and crime victim status.
The Executive Assistant works directly under the supervision of the Vice Dean for Faculty, providing administrative and teaching support, assistance with assembling accreditation materials, and support for faculty and academic programs. The position may also provide broader support for leadership programs as needed. This person must abide by strict confidentiality requirements, work effectively and efficiently with students, faculty, and staff in a fast-paced environment, and successfully initiate, execute, and complete multiple projects in a timely and efficient manner.
Essential Functions and Principal Accountabilities:
Support for Vice Dean for Faculty
- Interacts with and serves as liaison to students, faculty, staff, trustees, alumni, and outside organizations to plan or coordinate programs, projects, or activities; to gather information on or resolve issues; to explain or interpret policies and procedures; and to process special request.
- Performs a full range of secretarial tasks for the Vice Dean, including type, draft, proof, edit, copy, or otherwise distribute faculty contract letters, reports, policies, manuals, instructional materials, scholarly publications, handbooks, general correspondence, and other materials. Maintains faculty lists and updates the faculty directory on the VLGS website.
- Provides course support for the Vice Dean's classes, including ExamSoft and proctoring exams.
- Provides staff support for faculty meetings, the Curriculum, Learning Assessment, Faculty Appointments, Long Term Contract, and Tenure and Retention Committees. Duties include assisting with meeting logistics; preparing meeting agendas; gathering, compiling, and distributing information; taking, editing, and preparing minutes; communicating with faculty members; and following up on committee actions as appropriate.
- Tracks deadlines and serves as the primary record keeper for reporting faculty-related data to the law school's accreditation or other issues of compliance or ranking, including but not limited to NECHE, ABA, IPEDS, etc.
- Coordinates the law school’s course evaluation process for all residential courses, excluding summer session.
- Makes and coordinates travel arrangements, maintains travel-related expense reports.
General Deans’ Team Duties:
- Answers the phone, responds to emails, greets visitors, answers questions, takes messages, makes appointments, and refers to other personnel/offices as appropriate. Maintains various files and records, both manual and computerized. Opens, screens, and distributes mail.
- Proctors examinations for faculty.
- Provides back up support to the President’s and Dean's Executive Assistant as needed or support to other Faculty Support personnel as needed.
- Designs and maintains filing systems or other processes as needed.
- Other duties or special projects as assigned, needed, or requested.
Required Education, Skills and Experience:
- Associate’s degree in an appropriate discipline, or a combination of education and experience from which comparable knowledge and skills are acquired.
- Two or more years of executive-level support or office management experience.
- Ability to use discretion in handling confidential information.
- Four or more years of comparable relevant administrative experience. Knowledge of higher education administration or legal office procedures preferred.
- Excellent planning, organizational, and interpersonal communication skills.
- Ability to work independently to accomplish goals, and also participate as an engaged member of the Deans' Office team. Good time management, planning, administrative, and organizational skills; good writing and math skills; strong intercommunication skills including the ability to interact courteously and efficiently with a wide variety of individuals both inside and outside of VLS.
- Proficiency with office systems such as Microsoft Office Suite, database programs, and internet search engines and websites. Ability and flexibility to learn, adapt to, and master new technologies and systems as needed. Experience with complex filing systems.
- Ability and willingness to speak publicly at small and large group gatherings, both online and in-person, for proctoring, faculty meetings, and other events as needed.
- 95% Computer-related work; primary work is done sitting and/or standing at a desk.
- Repetitive motion (keyboard, mouse, etc.).
- Ability to prioritize and manage multiple tasks and deadlines and reorganize under pressure.
- Ability to work independently and within a team.
- Ability to maintain professional demeanor in stressful situations.
- Ability to prioritize multiple tasks and deadlines and reorganize under pressure.
- Ability to work independently and collaboratively within a team.
- Must be able to work legally within the United States without sponsorship.
- Physical ability to perform all essential functions of the job with or without basic accommodations.
- Willingness and ability to follow any current or future health and safety policies or protocols laid out by the school.
Note: All job requirements are subject to possible revision to reflect changes in the position requirements or to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a threat or risk to the health and safety of themselves or other employees. This job description in no way states or implies that these are the only duties to which will be required in this position. Employees will be required to follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal and State Laws). Continued employment remains on an “at-will” basis.