POSITION SUMMARY:  

The Administrative Assistant II provides direct support to the Law Registrar Office and Associate Dean for Administration and Distance Education.  The Administrative Assistant II exercises a strong service orientation to assist alumni, attorneys, special guests, faculty, adjunct faculty, staff, students, vendors and general public.  This position reports to the Registrar of the School of Law. 

The employee cannot be a law student or spouse/domestic partner of a current law student.

DUTIES AND RESPONSIBILITIES:

1. Demonstrate an attitude and behavior that reflects the values and mission of the department and University. 
2. Maintain Law Registrar Office reception area by assuring prompt and efficient responses to students, staff/faculty, incoming phone calls, and visitors.
3. Provides administrative support to the Associate Dean for Administration and Distance Education for 5-10 hours per week.
4. Remain current with law school functions, departments, personnel and procedures and has familiarity of other functions and departments within the university.
5. Maintain a working knowledge of software systems utilized by the law school and university, specifically with the student information software system, Banner.
6. Process transcript requests, letters of good standing, verification of enrollment and other student letters.
7. Maintain inbox for all incoming faxes. Fax letters or forms as appropriate.
8. Assist with student enrollment and other student recordkeeping procedures.
9. Responsible for acquiring and providing notes for students with approved accommodations. Assists with special accommodation exam scheduling and monitoring process.
10. File and maintain student’s records/documentation, in a timely manner; Collect and distribute departmental mail on daily basis.
11. Order and maintain all office supply needs and work order requests.
12. Maintain and disseminate student lockers and proximity access devices.
13. Assist with reception desk duties for the law school as needed.
14. Other duties as assigned.

PHYSICAL DEMANDS:

• Must be able to bend, stoop, and reach.
• Must be able to stack and move boxes of copier paper, files and supplies.
• Manual dexterity to efficiently operate a computer keyboard and other business machines.
• Near vision sufficient to read written communications and computer display screens.
• Adequate hearing to communicate effectively in person and by phone.
• Must be able to efficiently use computer keyboard for at least four to six hours per day.
• May be required to stand for periods of time.

WORKING CONDITIONS:

• 1Work is primarily indoors, but requires the incumbent to be in an outdoor environment when traveling or running errands between campus buildings or off campus.
• Standard office hours are 8:00 a.m. to 5:00 p.m., or 9:00 a.m. to 6:00 p.m., as assigned with one hour lunch period; work hours will be flexible during deadline periods or special projects. Established university summer work hours are observed.
• Attendance at evening and weekend events may be required.
• Off-campus travel may be required.
• May be exposed to steady and fairly loud noise levels caused by telephones, people, and office machines.

The anticipated hourly rate for this position will not exceed $13.87.

Required Skills

• Willingness to work with and maintain confidential information observing institutional policies, procedures and guidelines.
• Computer skills with demonstrated knowledge in Windows, Outlook, and Excel.
• Knowledge of standard office procedures and protocol.
• Excellent spelling, grammar, punctuation and proofreading skills.
• Excellent writing skills.
• Excellent oral communications skills.
• Excellent interpersonal skills and ability to deal with diverse issues.
• Excellent time management skills.
• Excellent organizational and multi-tasking skills.
• Must possess a professional demeanor and ability to maintain composure during peak work periods or short deadlines.
• Ability to understand and comply with the Family Educational Rights and Privacy Act (FERPA) in accordance with all job functions and responsibilities.
• Regular attendance is required.

Required Experience

A high school diploma or equivalent is required.  A bachelor’s degree is preferred in business or related field is preferred.

Two years of administrative support experience is required.  Two years of administrative support experience in higher education is preferred. 

A suitable combination of education and experience may be substituted for minimum requirements. 

• Willingness to work with and maintain confidential information observing institutional policies, procedures and guidelines.
• Computer skills with demonstrated knowledge in Windows, Outlook, and Excel.
• Knowledge of standard office procedures and protocol.
• Excellent spelling, grammar, punctuation and proofreading skills.
• Excellent writing skills.
• Excellent oral communications skills.
• Excellent interpersonal skills and ability to deal with diverse issues.
• Excellent time management skills.
• Excellent organizational and multi-tasking skills.
• Must possess a professional demeanor and ability to maintain composure during peak work periods or short deadlines.
• Ability to understand and comply with the Family Educational Rights and Privacy Act (FERPA) in accordance with all job functions and responsibilities.
• Regular attendance is required.