Administrative Assistant II

Job Description:

Under the direction of the Director of the Frances Lewis Law Center , provides administrative support to facilitate the work of the Law Center and its Director. This position serves as an advocate for the Law Center, becoming well integrated within the broader activities of the department and the law school while developing a good grasp of the department’s roles within the overall University mission and structure.

Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential Functions:

• Coordinates all Law Center programming, including workshops, roundtables, events,  retreats, and visits.  Schedules and manages departmental functions and special events.

• Coordinates refreshments and food with University Catering or outside vendors and plans set up with University Facilities.

• Organizes events, conferences, and group meetings, and arranges for travel and hotel accommodations for group visitors.

• Answers phones, greets visitors, opens and distributes mail, complies with requests for information, forms, etc.

• Completes forms and documents. Sends contracts for signature and approval . Prepares reports, presentations, mailings, etc. (), and/or modifies, maintains, or creates spreadsheets and databases for analyzing and managing data. May perform calculations and computations, including basic statistical and/or data analysis and account reconciliation. Reviews reports and budgets and compares to standards; identifies and documents variances.

• Processes Faculty Summer Research Grant Stipends.

• Prepares and drafts correspondence on behalf of the department and the Director, prepares documents and reports, and/or researches administrative issues and provides analysis and summaries. Produces correspondence following standard letter writing etiquette, reviewing drafts for grammar, spelling, punctuation, and content.

• Maintains and reconciles budgets for departmental, institutional, and work unit accounts; monitors expenditures and performs simple analysis on accounts; prepares both special and recurring reports for the Director and authorizes payments within prescribed limits; makes recommendations for purchases. Processes invoices and credit card reconciliations.

• Develops and coordinates office processes. Maintains departmental files and records, following standards for length of file retention as posted by the General Counsel. Maintains and updates department webpage.

• Manages all receipts, reimbursements, and business office travel documents for the Law Center.

• Coordinates searches for student new hires. Processes hiring of Research Assistants for faculty members. Acts as a liaison with Human Resources on all aspects of job posting, employment and pre-employment processes.

• Supervises, monitors, and coordinates the activities of Research Assistants.

• Other duties as assigned.

Work Schedule: Monday - Friday, 8:30 am - 4:30 pm with occasional nights and weekends.

Minimum Qualifications:

• A high school diploma or equivalent is required (Associate’s Degree preferred)

• Notary certification preferred.

• Experience working in an administrative support role or a combination of education and experience which would provide a similar level of skill

• Strong records maintenance skills

• Proficiency, or the aptitude to acquire skills, in Microsoft Office Suite, Mac/Apple systems, Adobe Acrobat, Workday and other office applications

• Ability to maintain confidentiality

• Ability to communicate effectively, both orally and in writing

Application Instructions: Review of applications will begin immediately and continue until the position is filled. A resume and cover letter are required. Please upload both required documents to the Resume/CV upload section of the application. You will also be asked to provide names and contact information for three professional references.

Position Type:

Non-Exempt, Full Time, Benefit Eligible

Minimum Pay:

$21.95 - Pay Commensurate with Experience

Washington and Lee is an Equal Opportunity Employer seeking candidates committed to high standards of scholarship, performance, professionalism, and to a welcoming campus community. Job description requirements are representative, but not all‐inclusive of the knowle