Executive Assistant

Description

Executive Assistant for Academic Affairs

Full-time, non-exempt, 37.5 hours/week

On-Campus

$26-32/hour

Reports to: Vice Dean for Faculty

VLGS Benefits and PTO include: 

- Full benefits (medical, dental, vision, etc.). 

- 403b including 4% employer contribution.

- 2 weeks of paid vacation in addition to paid personal and sick days. 

- 11 paid holidays plus two weeks of paid days off for Summer and Winter breaks. 

- Employee Assistance Program.

- VLGS course participation with tuition assistance.

- Flexible schedule potential. 

Vermont Law and Graduate 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.

Position Summary: 

The Executive Assistant works directly under the supervision of the Vice Dean for Faculty, providing administrative and teaching support for faculty and academic programs. 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.

Key Duties and Responsibilities:

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 administrative support tasks for the Vice Dean, including type, draft, proof, edit, copy, or otherwise distribute 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.
• Supports Vice Dean for Faculty in managing instructional budget, including record keeping, expense documentation, reimbursement, etc. 
• Provides staff support for annual faculty retreat, faculty orientation, monthly faculty meetings and multiple faculty 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.
• Coordinates the school’s course evaluation process.
• Makes and coordinates travel arrangements, maintains travel-related expense report.

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.

Requirements

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 VLGS.
• 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.

Other Requirements:

• 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.
• Ability to perform all essential functions of the job with or without basic accommodations.

Application Requirements:

Please attach a resume and cover letter for consideration. If you are applying from a third party website (Indeed, etc.) and are unable to attach additional materials to your online application, please apply directly at https://www.vermontlaw.edu/community/about-vls/employment-opportunities.

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 protected]. Vermont Law and Graduate 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.

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