Administrative Assistant at Vaco, LLC

Administrative Assistant

 

Administrative Assistant III

Requirements – High school diploma or equivalent. Associate degree preferred. Three to 5 years of relevant experience.

Duties:

1.   Assist the Senior Associate Dean of Academic Affairs regarding Faculty in the following manner:

• Gather data and calculate statistics on grades and faculty teaching loads every semester.
• Assist in tracking Faculty teaching preferences and schedules for upcoming semesters.
• Track timely submission of Faculty syllabi and utilize Canvas to upload syllabi for students.
• Track Faculty class cancelations and ensure dates of rescheduled classes do not overlap.
• Compile revisions and update the Student Handbook, Faculty Handbook, and Adjunct Faculty Handbook.
• Responsible for all aspects of Course Evaluations which include preparing the data report for import, updating the email templates, setting the response time limitations, scheduling the student release of the evaluations, monitoring the system for any issues, and informing faculty of evaluation release.   
• Assist with preparation of ABA Questionnaire responses.
• Assist the Registrar’s office as needed by performing student grad checks utilizing the student portal and colleague.
• Assist the Registrar’s Office by inputting final exams into ExamSoft.
• As needed, draft quarterly reports and annual reports for submission to main campus.

2.   Assist the Senior Associate Dean of Academic Affairs regarding Adjunct Professors by:

• Updating Adjunct Listserv each semester.
• Enter Period Activity Pay into Workday for all adjunct, supplemental, and overload faculty—every fall, spring, and summer semester.
• Enter Critiquer checks for mediation classes for fall, spring, and summer semesters.
• Maintain files and database of current, past, and prospective adjunct professors.
• Field inquiries from interested adjunct candidates in person, via phone, or email.
• Funnel prospective adjuncts in Workday to Associate Dean.
• Responding to candidates and maintaining a log of each resume received, highlighting their discipline.
• Disseminating information on scheduling, exam policies, and general updates to all adjunct professors.
• Answering questions or giving assistance to adjuncts during the semester.

3.   Assist Senior Associate Dean of Academic Affairs with academic dismissals and probation by:

• Preparing and Issuing probation and dismissal letters via mail and email to notify affected students at the start of every semester.
• Maintaining physical files and digital databases of students dismissed or placed on academic probation.
• Sharing data on a need-to-know basis with the Assistant Dean of Academic Success and Bar Prep, Director of Student Financial Services, Associate Dean for Student Affairs, and the Registrar.
• Handling confidential grade information and probation petitions.
• Fielding student calls, emails, and walk-ins.

4.    Assist the Senior Associate Dean of Academic Affairs with confidential disciplinary records by:

• Creating Honor Code records and drafting correspondence to the students and the State Bar Associations.
• Tracking progress of Honor Code complaints, investigations, and decisions and ensuring all deadlines are met.
• Schedule virtual or in-person meetings with students regarding petitions, and academic related matters.
• Maintaining both physical files and digital databases of all Honor Code reports.
• Provide data to the registrar’s office regarding Honor Code request memos.

5.   Assist the Associate Dean of Student Affairs by:

• Creating Student Code of Conduct records and drafting correspondence to the students and the State Bar Associations.
• Tracking progress of Student Conduct Code complaints, investigations, and decisions and ensuring all deadlines are met.
• Maintaining both physical files and digital databases of all Student Code of Conduct reports.
• Provide data to the registrar’s office regarding Student Code of Conduct request memos.
• Maintaining a database of Transfer Students for tracking purposes.
• Scan Amendment to Application decisions and email results to students.
• Utilize Colleague to download student information for Dean’s regarding transcripts, class schedules and contact information as needed.
• Assist by collecting data from Career Services on the Employment Questionnaire, utilizing 12twenty to download student employment information for report.
• Scheduling virtual or in-person meetings with students for general issues, petitions, transfers, or class related questions.
• Print class roster as needed per teaching schedule.
• Perform student exam reviews as needed by printing exams from Examsoft and scheduling a time with students for exam review.

6.   Assist the Assistant Dean of Administration and Faculty Development by:

• Assist with AALS report by contacting faculty and adjunct faculty to compile information for report.
• Assist with planning of graduation.
  • 5 % of Time
• 7.   Handle events for Dean’s Suite as well scheduling and calendar matters by:
• Managing calendars for the Assistant and Associate Deans.
• Scheduling faculty meeting appointments for Associate and Assistant Deans.
• Scheduling student meeting appointments for Associate and Assistant Deans.
• Scheduling room reservation requests for Faculty, Staff and Dean’s Suite use.
• Serve as back-up to assist Director of Student Life & Events with scheduling room reservations for student’s study use and student organization meetings as needed.
• Assist in campus events as needed

8.   Assist Director of Dean’s Office Operations by:

• Creating purchase orders and ordering supplies for the Dean’s Suite.
• Ensure Dean’s Suite office supplies and breakroom supplies are kept stocked and easy to access for Deans and guests.
• Perform other duties as assigned or require