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Years of Experience
Legal Assistant Responsibilities: Research, locate, organize, and prepare legal teaching materials for faculty. Determine quantity and coordinate production of class readers and/or other class materials with outside vendor. Proactively track and monitor readers and other class materials and resolve any production delays. Distribute materials as required. Track and monitor one or more funds and/or complex contracts and grants utilizing multiple funding sources. On behalf of faculty, may arrange travel and compile information and receipts for reimbursements - including travel, meals, special orders, etc. - in accordance with Law School and campus policies and procedures. Coordinate with Business Office staff to complete complex and/or high volume purchasing activities using University and/or departmental protocol. Research and respond to needs for supplies and specialized equipment. Select vendors and/or substitute vendors and determine acceptable pricing as required. Perform directed legal research, either in Law Library or using on-line legal research services (LexisNexis, Westlaw or other), for faculty teaching, research, and publication. Perform literature, title, and author search and cite checking. Ensure conformity with Uniform System of Citation as applicable. Prepare summary factual information as required using Excel or related software. Input and edit complex legal research documents, bibliographies, outlines, class materials, correspondence, and exams from handwritten, dictated, typed, or recorded sources. Prepare documents in accordance with the author, Law School, or publisher’s format. Create indexes, table of contents, spreadsheets, and PowerPoint presentations as requested by faculty. Prepare judicial clerkship letters in accordance with Law School policies and procedures. Prepare complex mail merges to produce form letters, envelopes and mailing labels. Ensure that final documents are spell-checked and proofread for grammar, punctuation, sentence structure, and formatting. Archive and delete documents per campus policy. Inform supervisor of problems requiring assistance. Prepare exam materials and maintain confidentiality of content. Proctor exams in accordance with Law School policies. Assist assigned faculty in entering student grades online in adherence to FERPA laws. Plan events as required; communicate with speakers regarding event logistics and/or exhibitors when applicable; collaborate with staff, Building Services and Media Services staff as necessary; arrange catering services; coordinate with graphic artist and printer to develop conference materials; market the conference; facilitate payment and/or reimbursement of hotel and/or vendors; prepare thank-you letters for speakers, and assorted follow-up tasks. Draft correspondence and schedule appointments, as required. Act as liaison between students and professors, as necessary. Schedule meetings, reserve rooms, and prepare and distribute materials for meetings. Attend FSU meetings to stay informed and provide high level customer service and information to faculty. Proficiently use Microsoft Word, Excel, PowerPoint, Adobe Acrobat, and WinZip to complete work and maintain proficiency with software version updates. Enroll, attend, and participate in employee development and staff training workshops, conferences, courses, forums, etc., to gain new knowledge, skills, and understanding as well as to broaden own technical expertise. Assist in recruitment, hiring, and training of new employees. Support other members of FSU and unassigned faculty as necessary.
Qualification and Experience
Qualifications: A degree with 3-5 years of experience and/or equal combination of education and experience working in a similar environment required. Broad knowledge of office environments and executive administrative support needs with the ability to provide accurate executive level support in a fast-paced environment. Excellent oral and written communication skills. Excellent interpersonal skills for working with diverse groups of students, faculty and staff as well as legal professionals who interact with the law school. Excellent computer skills and proficiency in MS Office Suite, particularly Word and Excel and database management, with the ability to quickly learn and use new software programs. Excellent organizational and time management skills, including demonstrated strong attention to detail, ability to prioritize, exercise initiative, perseverance and sound judgment while effectively executing numerous projects in a high-pressure, fast-paced environment. Excellent analytical skills and the ability to resolve complex problems and discrepancies creatively, using sound judgment, while staying within policies. Ability to work independently as well as in a team environment and establish and maintain effective working relationships. Ability to treat sensitive matters with discretion and tact, and to maintain confidentiality. Ability to successfully pass a background check and the ability to successfully complete campus FERPA training. Preferred: The ability to be forward thinking and anticipate problems and solutions is highly desired. Knowledge and experience working with high level executives and/or practicing lawyers. Experience in legal settings or knowledge of legal studies, the legal profession and research environments.
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