Senior Executive Assistant

Description

Senior Executive Assistant for Faculty Affairs and Academic Compliance

Full-time, exempt, 40 hours/week

$65,000-$75,000 annually

Primarily On-Campus, hybrid flexibility with permission

Reports to: Vice Dean for Faculty

VLGS Benefits and PTO include: 

- Full benefits (medical, dental, vision, etc.). 

- 403b including 4% employer contribution.

- 2 weeks of paid vacation in addition to paid personal and sick days. 

- 11 paid holidays plus two weeks of paid days off for Summer and Winter breaks. 

- Employee Assistance Program.

- VLGS course participation with tuition assistance.

- Flexible schedule potential. 

Vermont Law and Graduate School is committed to cultivating and preserving a culture of inclusion and connectedness. We grow and learn better together with a diverse group of faculty, staff, and students. In recruiting for faculty and staff, we seek unique backgrounds to enrich and challenge our community. 

Position Summary: 

The Executive Assistant works directly under the supervision of the Vice Dean for Faculty, providing administrative and teaching support, assistance with assembling accreditation materials, and support for faculty and academic programs. This position serves as the primary administrator for the course evaluation program provided by an outside vendor.  The position may also provide broader support for leadership programs as needed. This person must abide by strict confidentiality requirements, work effectively and efficiently with students, faculty, and staff in a fast-paced environment, and successfully initiate, execute, and complete multiple projects in a timely, efficient, and professional manner.

Key Duties and Responsibilities:

Support for Vice Dean for Faculty

• Serves as Resource Manager for Instructional Operations budget, maintains spending records, approves faculty reimbursements and purchases across multiple departments. Makes and coordinates travel arrangements, maintains travel-related expense reports and processes travel reimbursements on behalf of the Vice Dean for Faculty and other faculty as requested.
• Serves as primary site administrator, manages, builds, and maintains all course evaluation surveys and reports via Anthology Course Evaluation System for the residential, online, and hybrid programs for the Law and Graduate Schools including fall, spring, and summer sessions.  Works closely with VLGS IT and Registrar to ensure accuracy across multiple systems. 
• Provides course support for the Vice Dean’s classes, including entering exams into ExamSoft, proctoring exams, and scheduling student meetings. In addition, provides backup to the Faculty Support Specialist during exam periods by helping to enter other faculty exams and proctoring. Helps proctor OHJD exams on weekends and evenings when needed.
• Performs a full range of secretarial tasks for the Vice Dean, including type, draft, proof, edit, copy, or otherwise distribute reports, policies, manuals, instructional materials, scholarly publications, handbooks, general correspondence, and other materials. Maintains faculty lists and updates the faculty directory on the VLGS website.
• Interacts with and serves as liaison to students, faculty, staff, trustees, alumni, and outside organizations to plan or coordinate programs, projects, or activities; to gather information on or resolve issues; to explain or interpret policies and procedures; and to process special requests.
• Serves as one of the Waterman Building Emergency Coordinators and answers the school’s campus emergency contact number during business hours.  
• Administers federal required reporting to IPEDS.

Responsibilities include:

• Serves as the school’s IPEDS keyholder. The officially designated person responsible for accurately submitting all required data to the National Center for Education Statistics (NCES) by specific deadlines.
• Data Submission: Ensuring all survey components (Fall, Winter, Spring) are completed accurately to avoid fines or loss of Title IV funding.
• System Access: The keyholder is the only person who can lock data, though they can assign up to 16 additional users to help input data.
• Registration: Must register annually in the IPEDS Data Collection System to confirm contact information.
• Provide support and training.
• Keyholders must be diligent, as they ensure the institutions' data is accurately reflected on the College Navigator website. 

Responsible for completing the ABA Annual Compliance Questionnaires

Responsibilities include:

• Collaborates closely with multiple departments to compile and enter data into a mandatory comprehensive data collection tool used by the American Bar Association to monitor compliance of ABA-approved law schools with accreditation standards. 
• The Annual questionnaire covers a wide range of topics, including Student Data, Faculty Composition, Financials, and Curriculum. 
• Provides support for the Annual Bar Admission Questionnaire.
• Provides support for the Annual Employment Questionnaire.

Coordinate, manage, and support the following meetings and committees:

• Monthly and Special Faculty Meetings
• Curriculum Committee
• Learning Assessment Committee
• Contract Review Committee
• Tenure and Retention Committee
• Faculty Appointments Committee
• Faculty Handbook Working Group
• Annual Faculty Retreat
• Annual Faculty Orientation

Responsibilities include:

• Coordinating all meeting logistics, including scheduling, room reservations, technology setup, and accessibility needs.
• Developing comprehensive meeting agendas in collaboration with committee chairs and leadership.
• Preparing and distributing meeting materials, ensuring accuracy, completeness, and timely circulation.
• Recording, editing, and finalizing detailed meeting minutes that accurately document discussions and decisions.
• Maintaining organized records, archives, and document repositories for committee use and institutional reference.
• Communicating with faculty members to provide updates, request information, and distribute committee actions or decisions.
• Tracking and advancing follow-up items arising from committee deliberations to ensure timely completion.
• Supporting committee chairs by researching, gathering, and organizing background information as needed.
• Facilitating consistent communication flow among committee members, administrative offices, and leadership.
• Ensuring compliance with institutional policies, procedures, and timelines in all committee related activities.

Requirements

Education, Skills and Experience:

• Associate degree in an appropriate discipline, or a combination of education and experience from which comparable knowledge and skills are acquired.
• Two or more years of executive-level support or office management experience.
• Ability to use discretion in handling confidential information.
• Four or more years of comparable relevant administrative experience. Knowledge of higher education administration or legal office procedures preferred.
• Excellent planning, organizational, and interpersonal communication skills.
• Ability to work independently to accomplish goals and participate as an engaged member of the Deans' Office team. Good time management, planning, administrative, and organizational skills; good writing and math skills; strong intercommunication skills including the ability to interact courteously and efficiently with a wide variety of individuals both inside and outside of VLGS.
• Proficiency with office systems such as Microsoft Office Suite, database programs, and internet search engines and websites. Ability and flexibility to learn, adapt to, and master new technologies and systems as needed. Experience with complex filing systems.
• Ability and willingness to speak publicly at small and large group gatherings, both online and in-person, for proctoring, faculty meetings, and other events as needed.

Other Requirements:

• Ability to prioritize and manage multiple tasks and deadlines and reorganize under pressure.
• Ability to work independently and within a team.
• Ability to maintain professional demeanor in stressful situations.
• Coordinate with Waterman Faculty Support Specialist to ensure coverage for faculty needs. 
• Design and maintain filing systems or other processes as needed.
• Other duties or special projects as assigned, needed, or requested. 
• Must be able to work legally within the United States without sponsorship.
• Ability to perform all essential functions of the job with or without basic accommodations.

Application Requirements:

Please attach a resume and cover letter for consideration. If you are applying from a third party website (Indeed, etc.) and are unable to attach additional materials to your online application, please apply directly at https://www.vermontlaw.edu/community/about-vls/employment-opportunities.

As part of our commitment to compliance with the Americans with Disabilities Act, candidates who meet the qualifications for this position and who require accommodations to apply should contact Human Resources at jobs@vermontlaw.edu. Vermont Law and Graduate School strives to raise the bar for being an Equal Opportunity Employer, and we prohibit discrimination based on race, color, religion, ancestry, sex, sexual orientation, gender identity, age, national origin, place of birth, marital status, disability, veteran's status, HIV status, pregnancy, genetic information, health insurance status, and crime victim status.

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