Lead Secretary V

Department

Law Faculty Support

About the Department

The University of Chicago Law School occupies a unique niche among this country's premier law schools. Located on a residential campus in one of America's great cities, UChicago Law offers a rigorous and interdisciplinary professional education that blends the study of law with the humanities, the social sciences, and the natural sciences. Students, faculty, and staff form a small, tightly knit community devoted to the life of the mind.

Job Information

Job Summary:

The Lead Faculty Assistant provides administrative support to a group of Law professors, fellows and visitors, including proofreading and formatting documents, event support for workshops and conferences, appointments, clerkship letter processing, class material preparation, and expense reimbursements. Reporting to the Academic Affairs Manager, the Lead Faculty Assistant also assists with distributing work across the Faculty Services team. This position will work on-site at least 4 days per week.

Responsibilities:

• Exercises best judgment to prioritize work assignments and manage a high volume of work with efficiency. Analyzes and resolves issues of varying complexity.
• Responsible for day-to-day operations, including preparing expenses for reimbursement, processing vendor payments, ordering supplies, coordinating shipping requests, and distributing faculty mail.
• Coordinates logistics and otherwise provides support for workshops, conferences and events, consulting with the Events team as needed. Arranges travel for faculty, visitors, students and others as requested. Processes honoraria and event-related expenses.
• Creates and maintains spreadsheets and databases as needed.
• Proofreads, edits, and formats documents for faculty, including scholarly articles and correspondence as requested.
• Supports faculty with Canvas, the Law School’s learning management system, and assists them in developing and maintaining websites. Compiles and prepares course materials for distribution to students through Canvas and prepares seating charts for courses.
• Stays current on University systems, policies and processes through regular training and adoption of best practices. Serves as subject matter expert for others.
• Supports work distribution, assists other faculty assistants in managing day-to-day responsibilities and may act as backup for other faculty assistants as needed.
• On a rotation, relieves the Law School’s front desk receptionist for breaks and lunch.
• Proctors quarterly exams as needed.
• Performs other duties as required.

Competencies:

• Excellent written and verbal communication skills.
• Prioritize and complete work accurately and independently in a timely manner.
• Strong interpersonal skills and clarity, tact, and courtesy with staff, faculty, and students.
• Excellent organizational skills and high attention to detail.
• Employ problem-solving skills to resolve problems.
• Work effectively with supervision and as a part of a team.
• Handle confidential and sensitive information with absolute discretion.
• Familiarity with Canvas or other learning management systems.

Additional Responsibilities

​​Education, Experience or Certifications:

Education:

• High school diploma or GED required.
• Bachelor's degree preferred.

Experience:

• Providing high level clerical support strongly preferred.
• Background in an academic environment strongly preferred.
• Organizing conferences, events, preparing name tags, reservations lists and logistics for meetings and events preferred.
• Demonstrated knowledge of general business practices preferred.

Technical Knowledge or Skills:

• Proficient computer skills and expertise with Microsoft Word, Excel and Outlook or other e-mail applications.
• Proficient using systems electronic purchasing and reimbursements systems, such as Oracle and GEMS.
• Previous experience with mail-merge strongly preferred.

Working Conditions and Physical Requirements:

• Bend, crouch, and/or stoop.
• Sit for 7.5 hours.
• Work onsite at least 4 days per week, Monday – Friday.

Pay Range:

• $25.42 - $33.90 per hour.

Required Documents:

• Resume/CV (required)
• Cover Letter (preferred)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.