Job Description

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The Faculty Assistant is part of the Faculty Support Services Department within Vanderbilt\'s Law School. The person in this position provides academic, scholarship, proofreading/editing, and administrative support to eight faculty members. The Faculty Assistant interfaces with faculty, staff, and students to assist faculty members in accomplishing their research, teaching, publishing, and service goals.

Vanderbilt Law School\'s national reputation has its basis in our rigorous academic program, which is developed and delivered by our faculty of top legal scholars. The Faculty Support Services Department consists of five administrative assistants (each with a primary back-up) who work closely together to provide comprehensive administrative support to faculty in their research, teaching and scholarship.

Duties and Responsibilities

Perform as administrative assistant to assigned law professors

• Assemble and prepare class materials, correspondence, speeches, minutes, memoranda, reports, special projects (books, articles, etc.), and legal manuscripts of a complex and technical nature that require basic knowledge of legal terminology and proper legal citation form; requires ability to proofread and edit for proper spelling, formatting, accuracy, grammar, sentence structure, style, theme, and tone.
• Expert knowledge of guidelines and proper format for submitting manuscripts to legal publishers; familiarity with on-line Expresso and Scholastica systems for submitting law review articles.
• Conduct legal research using online databases (Lexis, Westlaw, Social Sciences Research Network, Google Scholar), download citations or cases at professor\'s request, and assemble legal research for professor\'s use.
• Routine postings for faculty (i.e., class assignments, faculty materials, or other information) as needed to Brightspace.
• Create and produce seating charts, photo index cards, attendance lists, or similar classroom materials and/or PowerPoint slides for professional presentations at faculty member\'s request.
• Assist Academic Life Office with exam distribution, proctoring, and compiling of completed exams during heavy exam period.
• Assist individual professors with grades, exam preparation, course evaluations, letters of recommendations and other highly sensitive student data and information.
• Assist faculty with creation and administration of mid-term exams.
• Maintain faculty calendars, arrange appointments, and coordinate complex meeting schedules.
• Handle domestic and international travel arrangements for assigned professors including filing travel expense reports; assemble and submit passport and visa applications for international travel; familiarity with Concur (travel) and Oracle (expense) systems.
• Assemble payment requests and procurement orders for Oracle Procurement Requestors.
• Maintain documentation of related expenditures; familiarity with university COA and POET numbers.
• Handle incoming mail and correspondence; set up, organize, and maintain filing systems; and other clerical assignments as needed.
• Familiarity with mail merge to generate multiple personalized clerkship recommendation letters as requested.
• Serve as assistant to faculty for University, Law School, and external committees or professional associations/organizations.
• Serve as liaison between professors and students, student research assistants, and other University departments or schools.
• Answer inquiries without further consultation, resolve routine matters on professor\'s behalf, and respond to minor complaints or problems. May be called upon to review work of research assistant or student worker.
• Maintain high level of discretion and professionalism to assemble and work with confidential and sensitive information.
• Provide training, assistance, and back-up support to other support staff.

Workshop/Event Planning

• Arrange and coordinate catering for workshops/seminars, send email invitations and distribute speaker\'s presentation materials.
• Prepare reimbursement requests for faculty; requires a familiarity with university COA and POET numbers.

Supervisory Relationships

This position does not have supervisory responsibility; the position reports administratively and functionally to the Manager of Faculty Support Services.

Qualifications

• Bachelor\'s degree or equivalent relevant experience is necessary.
• A minimum of 2 years of relevant experience is necessary.
• Strong written (including editing and proofreading) and verbal communication skills and attention to detail is necessary.
• Experience working 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.

About Us: Vanderbilt is a community of talented and diverse staff & faculty!

At , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in , Tennessee, on a 330+ acre campus and dating back to 1873, Vanderbilt is proud to have been named as one of \xe2\x80\x9cAmerica\'s Best Large Employers\xe2\x80\x9d as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:

• Working and growing together as a community of communities... we are One Vanderbilt.
• Providing a work environment where every staff and faculty member can be their authentic and best self, while providing the resources and opportunities to learn and grow.
• Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.



Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University may require employees to comply with any testing or health and safety measures which the University may require.

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