Sr Administrative Coordinator, Law School

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The Senior Administrative Coordinator is part of the Dean’s Office in the Law School at Vanderbilt University and is a key individual contributor responsible for providing support to the Dean’s Office in varying administrative capacities; exercising independent judgment; working independently and as a team; and demonstration of a basic knowledge of university policies and procedures. This position provides administrative support to the Assistant Dean for Operations and Finance, the Associate Dean for Research, the Associate Dean for Diversity, Equity and Community, and to the Assistant to the Dean/Supervisor.

Vanderbilt Law School is among the nation’s leading law schools. The faculty and staff at Vanderbilt Law School work hard to model, in every class and every program, the best practices in teaching law. The Dean’s Office upholds these high standards through demonstrating outstanding work ethics and serving as a leader by providing consistent, courteous, and professional service to all faculty, staff, students, and visitors. In addition to providing administrative support to the dean, vice dean, associate dean for research, associate dean for diversity, equity and community, and the assistant dean for finance, the Dean’s Office oversees the planning and production of law school events; acts as a liaison between the law school and the central administration of the university; and helps facilitate the recruitment, retention, and professional growth of the law school faculty.

Key Functions and Expected Performance
General Dean’s Office Coordination (10%)

• Provide phone and office reception for the Dean’s Office and provide back-up support for the Dean when his Assistant is out or during overload times.
• Process and monitor expenditures, make payments and resolve discrepancies for various Dean’s Office budgets. Prepare expense reports. 
• Receive from DAR and prepare alumni gift acknowledgment letters and class notes for Dean’s signature; scan; e-mail; etc.
• Provide back-up support for preparation and delivery of faculty meeting materials.
• Manage process of collecting and compiling information and preparing binders for Faculty Annual Reports, Summer Grant Requests, and Leave Requests.
• Revamp, create and maintain various filing systems as needed.
• Serve as a courier, as needed.

Interfolio Specialist & Administrative Coordinator for Faculty Appointments Committee(s) (20%)

• Maintain working knowledge of Interfolio and Faculty Information System (FIS). Interfolio provides a software platform for higher education institutions to manage their academic hiring, promotion, and tenure processes.
• Gather documents and prepare faculty candidate files for Interfolio and distribution to faculty for review and approval including data entry, copying, preparing binders, and maintaining hard copy files.
• Initiate faculty cases in FIS for management in Interfolio. Ensure information is entered accurately in FIS. 
• As needed, serve as liaison between faculty candidates and hiring committee. Answer inquiries without further consultation and resolve routine matters on chairperson’s and subcommittee chair's behalf.

Administrative Support for Assistant/Associate Deans (20%)

• Coordinate 
  • Organizational needs, maintain calendars, arrange appointments and coordinate complex meeting schedules;
  • Travel coordination, including researching travel options and creating travel binders and itineraries;
  • Processing expense reports and reimbursements;
  • Handling written correspondence including drafting, formatting, proofreading, editing, and distribution.
• Provide support for the associate deans’ participation in external committees or professional associations/organizations.

Administrative Support for the Office of Diversity, Equity, and Community (DEC) (20%)

• Serve as primary administrative support for Office of DEC.
• Coordinate the Dean’s Lecture Series including but not limited to: Assist in securing dates for all selected speakers; Handle all travel logistics and reimbursements for speakers; Manage website and email event promotions; Handle catering orders; Serve as event-day lead and on-site support for lecturer, participating faculty, AV, and event photographer.
• Free Expression and Civil Discourse Working Group & Events: Schedule regular meetings (monthly preferred) between working group of 13 stakeholders; Take minutes; Execute on action items; Provide logistical support for related events.
• Provide administrative support for meeting coordination, travel, expense reporting/reimbursements, and communications needs (drafting, formatting, proofreading, editing, and distribution).
• Coordinate student facing events --Teas with 1L's and the Deans, Lunch with the Deans, and Drinks with the Deans.
• Manage the annual $20,000 budget for Diversity, Equity, and Community programming.

Event Coordination (20%)

• Coordinate Dean’s Office faculty events and special programming (i.e., Dean’s Lunches Program, faculty meetings, faculty lunches, Chair ceremonies, book events, Program Director meetings and other faculty social events).
• Coordinate logistical details and manage communications for the above events including agenda/meeting minute distribution, room/venue reservations, catering, travel arrangements, itineraries, posters and flyers, parking, audio/visual assistance, and building access.
• Record, monitor, and resolve discrepancies associated with the above events to stay within specified event/program budgets.
• Serve as a One Card holder. Process expenses and submit payment requests to Law School Finance & Administrative Services Office for program activities. Track event expenses against budget.
• Run errands, including offsite, as needed related to preparation for events.

Special Projects (10%)

• Conduct research, compile data, and summarize findings for special projects according to general instruction.
• Search peer law schools for current law review submissions data; and update Law Review submissions excel worksheet by first week in February for distribution to law faculty (once a year).
• Conduct internet research for alumni bios and meeting participants for the Dean using established search engine guidelines.
• Update and maintain contact information for College Mailing Directory excel database.
• Manage Law School accounts for online submission delivery services for the faculty (ExpressO and Scholastica).
• Manage the Law School’s Social Science Research Network (SSRN) account by uploading new submissions, revisions, and troubleshooting submission errors.
• Assist with ABA and SACS accreditation efforts, manages updates to the AALS Faculty Directory, and AALS Directory of Law Teachers.
• Assist with the Dean's travel expense processing (assemble and scan receipts, summarize and tally expenses, etc.).

Supervisory Relationships: 
This position does not have any supervisory responsibility. This position reports to the Assistant to the Dean/Office Manager.

Qualifications: 
Bachelor’s degree is necessary. 
Minimum of 4 years of relevant experience is necessary. 
Advanced proficiency in Microsoft Office suite (Outlook, Word, Excel, PowerPoint) necessary. 
Ability to work effectively both independently and as a team member is essential and necessary. 
Ability to handle highly confidential materials and strong organizational and prioritization skills necessary. 
Ability to manage highly detailed work, being very thorough, and following through on tasks to completion is necessary. 
Ability to perform complex tasks and to prioritize multiple projects is necessary. 
Strong interpersonal, written and verbal communication skills and strong organizational skills are necessary. 
Ability to make sound administrative decisions using discernment is necessary. 
Willingness to take initiative and to carry out manual labor tasks on your feet for long periods of time with some light lifting are necessary. 
Experience in a higher education setting is preferred.

Commitment to Equity, Diversity, and Inclusion

At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are.  We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.