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Administrative Assistant Ii

Washington and Lee University

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Posted:

March 1, 2025

Location:

Lexington, Virginia

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Administrative Assistant Ii
Job Description:
Under the direction of the Assistant Dean of Legal Information Services, provides administrative and budgetary support to facilitate the work of the Assistant Dean of Legal Information Services and the Law Library. This position serves as an advocate for the Law Library, becoming well integrated within the broader activities of the department and the law school while developing a good grasp of the department's roles within the overall University mission and structure.

To achieve our mission as a liberal arts college, we continually strive to foster a welcoming campus community, which recognizes the value of all persons. Our department is committed to contributing to an educational environment that is rich with a wide-range of intellectual perspectives and backgrounds.

Essential Functions:

Provides high-level administrative support to the Assistant Dean of Legal Information Services and the Law Library. Maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings and appointments; arranges necessary travel reservations and itineraries; anticipates and prepares background materials as requested. Manages all receipts, reimbursements, and business office travel documents for the Law Library. Drafts and sends correspondences. Edits, types, assembles, photocopies, and distributes documents from typed and handwritten drafts.
Works with the Assistant Dean of Legal Information Services and the Head of Collection Services to coordinate the fiscal operations of the Law Library. Monitors and reconciles expenditures from all library accounts, including from the operating and endowment budgets. Creates and maintains general library spending records ensuring proper spending and sufficient documentation within applicable guidelines. Processes and tracks invoices and reimbursements. Performs simple analysis on accounts; prepares both special and recurring reports. Authorizes payments within prescribed limits. Credit card reconciliation for multiple accounts. Supply ordering. Explains spending procedures and proper use of the library accounts to library staff.
Creates and reviews reports and budgets and compares to standards; identifies and documents variances. Communicates with the business office as needed.
Performs calculations and computations, including basic statistical and/or data analysis and account reconciliation for required reporting.
Sends contracts for signature and approval following University standards. Prepares reports and presentations. Modifies, maintains, or creates spreadsheets and databases for analyzing or managing data.
Coordinates facilities requests for the Law Library, including work orders and maintenance. Develops and maintains an efficient and effective working relationship with Facilities and third parties to make sure all library needs are being met and work orders are completed in a timely manner. Identifies and troubleshoots potential problems, disruptions, and delays.
Assists with human resources-related issues including monitoring and coordinating the onboarding of new library employees and general HR-related activities. Coordinates searches for new hires. Acts as a liaison with Human Resources on all aspects of job posting and pre-employment processes. Assists with the onboarding process. Hire, onboard, and process time for Burks Scholars. Communicates with Burks Scholars and supervising faculty.
Event planning for the law library including scheduling departmental functions and special events. Coordinate refreshments or food when necessary. Works with University Catering and outside vendors and plans set up with University Facilities. Manages library event spaces and requests in coordination with the Deputy Director of the Law Library.
Develops and coordinates office processes. Maintains departmental files and records. Follows standards for length of file retention as posted by General Counsel. Maintains Box folders of Law Library Administration.
Answers phones, greets visitors, opens and distributes mail, complies with requests for information, forms, etc. Provides verbal and/or written responses to inquiries regarding a variety of questions.
Plans, coordinates, and creates a record of all library meetings. Communicate with all library employees to provide any announcements and needed information.
Notarize documents for the W&L Law community.
Other duties as assigned by the Assistant Dean of Legal Information Services or delegate(s).

Work Schedule: 8:30 AM to 4:30 PM, Monday to Friday. Occasional night and weekend hours may be required.

Minimum Qualifications:

A High school diploma or equivalent is required (Associate's Degree preferred)
Experience working in an administrative support role or a combination of education and experience which would provide a similar level of skill
Strong records maintenance skills.
Proficiency in Microsoft Office Suite including Outlook, Excel, and Word. Proficiency with PC systems, Adobe Acrobat, Workda,y and other applications applicable to the office.
Notary certification preferred.
Ability to maintain confidentiality and sensitive information.
Ability to communicate effectively, both orally and in writing.
Proofreading, grammar, and spelling skills.
Ability to problem-solve and use independent judgment.
Previous experience in an academic setting is preferred.
Must be detail-oriented and possess strong organizational skills. Must be a self-starter and have the ability to work independently and with a team. Must also be able to communicate and interact effectively in a professional, confidential, and courteous manner with the Law Library as well as faculty, staff students, and the public.
Must have the ability to work with frequent interruptions and manage multiple projects, priorities, and deadlines.

Application Instructions: Review of applications will begin immediately and continue until the position is filled. A resume and cover letter are required. Please upload both required documents to the Resume/CV upload section of the application. You will also be asked to provide names and contact information for three professional references.

Position Type:
Non-Exempt, Full Time, Benefit Eligible

Minimum Pay:
$21.32 - Pay Commensurate with Experience

Washington and Lee is an Equal Opportunity Employer seeking candidates committed to high standards of scholarship, performance, professionalism, and to a welcoming campus community. Job description requirements are representative, but not all-inclusive of the knowledge, skill, and abilities needed to successfully perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.

To apply, visit: https://wlu.wd5.myworkdayjobs.com/en-US/WLUCareers/job/Lexington-VA/Administrative-Assistant-II_R1229

Internal Number: 6043261

About Washington and Lee University

About W&L Washington and Lee University is a nationally ranked, private liberal arts institution located in Lexington, Virginia. W&L integrates the rigorous inquiry and critical thinking of a liberal arts curriculum with nationally accredited undergraduate programs in business and journalism, and a graduate School of Law. Our academic units are strengthened by meaningful collaborations, all in the service of the university’s mission. With an undergraduate enrollment of approximately 1,860, our small size enables students to find mentors and develop personal relationships across campus. W&L is committed to institutional citizenship. We regard liberal arts education as an important public good, of value not only to our students and alumni, but also to the larger communities in which we live. Our Mission W&L provides a liberal arts education that develops students’ capacity to think freely, critically, and humanely and to conduct themselves with honor, integrity, and civility. Graduates will be prepared for lifelong learning, personal achievement, responsible leadership, service to others, and engaged citizenship in a global society. Our Community W&L is the ninth-old...est institution of higher education in the U.S. and is located in the scenic Shenandoah Valley. We are a modern university located on a beautiful and historically significant campus. Our most valuable asset is the quality of our vibrant and welcoming community. Our faculty are devoted teachers and scholars who uphold the highest academic standards and take a personal interest in the lives of their students. Our staff takes pride in knowing that each individual makes important contributions to the success of the university. Our alumni are extraordinarily loyal and generous to their alma mater. Washington and Lee is a welcoming, friendly, and mutually supportive community. Our students, faculty, and staff prize the trusting, respectful, and civil environment on our campus. We are united by our mission, diverse in our thinking, perspectives, and interests, and devoted to each other and to W&L. The university is committed to the recruitment, enrichment, and retention of faculty and staff who embody many experiences, backgrounds, points of view, and interests.

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Administrative Assistant Ii

Washington and Lee University

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