Administrative Assistant, School of Law

External Applicants: 

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

Cover Letter and Supporting Documents:

• Navigate to the "My Experience" application page.

• Locate the "Resume/CV" document upload section at the bottom of the page.

• Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note: The "My Experience" page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission.

Current Employees:

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A cover letter is required for all positions; optional for facilities, campus services, and hospitality roles unless otherwise specified.

Job Description Summary

This new, assistant-level administrative position will serve as a bridge between Faculty Support and the Registrar’s Office. While the majority of the position will be focused on Faculty Support, the incumbent will work with both teams to process requests from students and faculty, providing exceptional service to the Law School community.
Faculty Support serves to provide efficient and comprehensive administrative support to Law School Residential and Adjunct Faculty. Academic support contains a wide range of tasks directly related to course management, scholarly research and writing, committee appointments, conference travel expenses, and academic workshops and programs. Support Assistants are expected to be able to anticipate faculty needs, be prepared to help communicate process changes, and provide consistent and reliable support.
The Law Registrar administers academic policies and procedures related to maintaining student records, the academic schedule, registration, exams, end-of-term processing, and commencement. The Support Assistant will primarily be responsible for managing records requests, such as bar certifications, and assisting with exam administration.

Job Description

* This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

Essential Functions:

Law Faculty Support

• Responsible for a wide range of administrative functions that assist faculty with their teaching responsibilities, committee assignments, scholarship and other job-related activities.

• Serves as a main point of contact and disseminates a wide range of information regarding academic programming, student matters and academic events. Answers and routes phone calls, mail and email messages accordingly. 

• Understands law school-wide processes and timelines, anticipating and preparing faculty for upcoming events and deadlines.

• Create resources and assist with onboarding and orientation for new faculty (both resident and adjunct).

• Assists with faculty documentation related to Law School teaching and scholarship, including conversion, formatting, troubleshooting, copying, scanning and proofreading. This may apply to written scholarship, exams, outlines and other material.

• Utilizes software related to clerkship recommendations, providing support and training when needed, as well as mailing and organizing letters of recommendation.

• Understands and administers aspects of academic technology in Canvas or other learning management systems. This could include formatting, editing and uploading course materials, calendaring courses and office hours, and assisting with accommodations for timed quizzes and other assessments.

• Responsible for the creation of class rosters, photo seating charts and PowerPoint presentations.

• Assists with preparing additional class materials before each semester and coordinating makeup classes throughout the academic year.

• Coordinates and proctors sessions for students to review exams as part of adhering to academic, student, and operational policy.

• Processes travel expenses and reimbursements for faculty, committees and guests. 

• Performs information retrieval and data collection as needed to assist faculty in the preparation for their academic endeavors.

Law Registrar

• Tracks and delegates tasks as part of records request processing. This includes bar certifications, enrollment verifications, and transcript requests.

• Assists with midterm and final exam administration, including collecting and preparing necessary information from faculty, building exams, tracking and organizing student submissions, and proctoring.

Other Functions:

Program Support and Special Projects

• Provides program support for faculty-specific and Law School-wide initiatives.

• Assist the events team in coordination of academic events such as commencement.

• Takes on special projects as assigned based on availability, skill level and areas of individual interest.

General Administration

• Maintains inventory of non-specialty office supplies used by faculty.

• Coordinates maintenance and supplies for copiers/printers near faculty offices.

• Assists with requests for facilities assistance and reports emergency-related information as needed.

• Responsible for document storage and record keeping.

Other

• Other duties as assigned.

Required Education, Knowledge, Skills, Abilities:

• Associate’s degree and 3 years of professional administrative experience or equivalent combination of education and experience. 

• High-level attention to detail and problem-solving ability; excellent written and verbal communication, interpersonal, and organizational skills; ability to work in a diverse work environment; able to work both autonomously and collaboratively. Proficiency in Microsoft Office, GSuite, Adobe products and a strong ability and willingness to learn new programs.

Preferred Education, Knowledge, Skills, Abilities:

• Bachelor’s degree or paralegal degree or certification and 3 years of professional administrative experience, or equivalent combination of education and experience.

• Preference will be given to candidates with experience in a law firm, higher education institution, or similar setting.

Accountabilities:

• This position will report directly to the Manager, Faculty Support Services. The incumbent interacts with Faculty, Students, and Staff at the Law School.

Physical Requirements:

• Work is mainly sedentary. Daily requirements include the use of a computer, phone, and physical filing/stocking. Occasionally required to lift and move up to 10 lbs of weight. Must be able to push and/or pull a rolling cart with equipment and supplies, and may be asked to assist with event setup or breakdown.

Environmental Conditions:

• Work is performed inside an office building during all seasons and in all types of weather. Employees are expected to use appropriate and acceptable safety measures. Assigned in-office hours will be dependent upon business need.

Disclaimer:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee’s supervisor.

To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply.

Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.

Wake Forest University School of Law Statement of Non-Discrimination and Equality of Opportunity

Wake Forest University School of Law will foster and maintain equality of opportunity for students, faculty, and staff, without discrimination or segregation on the basis of race, color, ethnicity, religion, national origin, sex, gender, gender identity or expression, sexual orientation, age, disability, genetic information, or military status.

Wake Forest University Statement

Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability, and veteran status and encourages qualified candidates across all group demographics to apply.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations for all final candidates being considered for employment (if applicable).

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.  

 

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact [email protected] or (336) 758-5222.

Additional Job Description

Time Type Requirement

Full timeNote to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.  

 

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact [email protected] or (336) 758-4700.