What are the responsibilities and job description for the Administrative Assistant 2 position at Drake University?
Position Number: 997232
Unit/Department: Dean's Office Law
FTE: Full-time
Salary: Commensurate with experience
Department Summary:
For more than 150 years, Drake University Law School has prepared students for lives of service and success in the law. The School was founded in Des Moines in 1865, which makes it one of the 25 oldest law schools in the country. Founded by Iowa Supreme Court Justices, the Law School's mission was to teach law in proximity to the courts so students could witness the law in action. Drake University Law Library fosters research and learning by providing exceptional services, collections, and facilities that empower the Drake community to access, critically evaluate, and apply information.
Job Summary:
Drake's Law School is seeking an administrative assistant to provide administrative support to the Student Services and Deans office. This position will offer a variety of tasks and responsibilities with some ebbs and flows of work tied to the academic year. We are searching for someone who is a good collaborator and can also work independently. Attention to detail, use of technology, good organizational and self-management skills are essential.
Minimum Qualifications:
- Great time management and attention to detail
- Competent using Microsoft Word and Excel
- Ability to adopt and use new technologies
Preferred Qualifications:
- Bachelor's Degree
- Experience working with Adobe, Microsoft Access, and relationship management/communications systems
Job Duties:
- 30% - Administrative Support: Perform various administrative duties to support the Assistant Dean of Student Services, Associate Dean for Academic Affairs, Director of Academic Success, Records & Registration Specialist, and Budget Manager. Tasks include helping with orientation, monitoring student attendance, creating online surveys, managing calendars and room reservations, sending Law School-wide correspondence, proof reading, creating PowerPoint presentations and Excel spreadsheets, creating and monitoring podcast recordings for classes and special events, supporting special programming like Integrated Study Groups, updating the Student Services website, and providing back-up support for Faculty Administrative Assistants. - (Essential)
- 30% - Registration: Assist the Records & Registration Specialist in all aspects of registration, including inputting and maintaining data in Banner, EMS, and Course Leaf. Help Assistant Dean for Student Services in communicating with students about registration deadlines, advising procedures, and registration forms. - (Essential)
- 20% - Exams: Assist the Records & Registration Specialist and Assistant Dean for Student Services in all aspects of midterm and final exams including compiling all exam information, distributing exam numbers, uploading exam files and build exams, running/printing reports of exam data; being an ExamSoft Administrator. Prepare rooms for exams and assist with exam check-in and proctoring. Maintain ADA/ESL accommodations. - (Essential)
- 5% - Grade Entry: Collect and verify final grades from faculty. Assist in entering Law School grades into Banner. Enter Academic Achievement Awards in Banner and maintain award records. Run grade distribution report for Associate Dean and track academic markers like course repeats, academic probation and special academic status. - (Essential)
- 5% - Student Assistance: Assist with transcripts, verification letters, letters of recommendation by the Deans, registration issues, and registration forms. Assist student organizations to schedule events, post digital signage, copy/fax. Answer student questions related to lost & found, facilities assistance, collecting assignments, and clarifying procedures/forms. Maintain Advisor lists. - (Essential)
- 5% - Reports: Assist with Faculty Evaluations: create, maintain, retrieve and compile evaluations each semester; notify students of process; and distribute results to faculty & Associate Dean. Assist Records & Registration Specialist in compiling data for annual reports such as ABA Annual Questionnaire, US News & World Report, bar exam performance, and various data extraction/reports for Deans. - (Essential)
- 5% - Primary reception for student service suite: schedule events, maintain photo directory information, copy/fax for faculty, distribute mail, maintain e-mail directory, reception/answer phone, serve as “Super User” for MFD (copier), order office supplies, replenish markers & batteries in classrooms. - (Essential)
Special Instructions to Applicants:
For consideration, you must apply online. Please include a resume and cover letter.
If you have questions about this job posting or the application process, please email us at jobs@drake.edu.
Salary & Benefits
The salary will be commensurate with experience and qualifications of the selected candidate. Additionally, after an initial training period, this position allows for some work from home opportunities.
At Drake, we are proud to offer our employees, their spouses, and eligible dependents a comprehensive benefits package, which includes a wide range of core benefits, perks, and discounts.
Tuition Benefits.
Review of Applications Begins: Review of applications will begin immediately. This position will remain posted until filled.
For faculty positions, selection will depend on the receipt of recommendation confirming the candidate's scholarly achievements and teaching abilities and/or on the candidate's satisfactory passing of a teaching demonstration if selected for an on-campus interview. For staff positions, selection will depend upon careful review of each applicant’s references, education, and, if applicable, experience.
About Drake:
Drake University is recognized as a top private university in the Midwest. Drake is a midsize university in Des Moines, Iowa, with an increasingly diverse student body. We are deeply committed to equity and inclusion and creating a sense of belonging for all members of the campus community—faculty, staff, and students alike. More than 900 faculty and staff are part of the Bulldog pack, a close-knit group of colleagues enthusiastic about preparing students to be global citizens and leaders, challenging assumptions. Drake University is not only an outstanding institution of higher learning, it is also a wonderful place to work. We are enthusiastically committed to welcoming new ideas and people into the fold, and to retaining and rewarding stellar employees.
All positions at Drake provide opportunities to contribute to Drake University’s core mission of creating an exceptional learning environment that prepares students of all backgrounds for meaningful lives and professional accomplishments.
Diversity, Equity, & Inclusion at Drake:
requested in our online application system.
Drake University is committed to providing access and reasonable accommodations in its services, programs, activities, education, and employment for individuals with disabilities. If you would benefit from an accommodation at any point in the recruitment process (including using our online application process), please contact Drake Human Resources (ph: 515.271.3133; e: jobs@drake.edu) and let us know how we can assist you.
At Drake University, we highly value a diverse, inclusive workforce. We are proud to be an equal opportunity employer. We stand firmly against discrimination including on the basis of race, color, national origin, creed, religion, age, disability, sex, pregnancy, gender identity, gender expression, sexual orientation, genetic information, veteran status, or any characteristic protected by law.
