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Vanderbilt University Faculty Asst, Law School in Nashville, Tennessee

Faculty Asst, Law School (Job Number: 1900990)


The Administrative Assistant is part of the Faculty Support Services Department within Vanderbilt’s Law School. The person in this position provides academic, scholarship, and administrative support to four faculty members and two academic programs. The Administrative Assistant interfaces with faculty, staff, and students in order to assist faculty members in accomplishing their 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 eight administrative assistants (each with a primary back-up) who work closely together to collaborate on goals and to share best practices.

Duties andResponsibilities

Perform as administrative assistant to assignedlaw professors:

  • Assemble and prepare classmaterials, correspondence, speeches, minutes, memoranda, reports, specialprojects, and legal manuscripts of a complex and technical nature thatrequire basic knowledge of legal terminology and proper legal citationform; ability to proofread for accuracy and grammar.

  • Expert knowledge of guidelinesand proper format for submitting manuscripts to legal publishers;familiarity with on-line Expresso and Scholastica systems for submittinglaw review articles.

  • Conduct legal research usingonline databases (Lexis, Westlaw, Social Sciences Research Network, GoogleScholar), download citations or cases at professor’s request, and assemblelegal research for professor’s use.

  • Routine postings for faculty(i.e., class assignments, faculty materials, or other information asneeded to Brightspace

  • Create and produce seatingcharts, photo index cards, attendance lists, or similar classroommaterials and/or PowerPoint slides for professional presentations atfaculty member’s request.

  • Assist Academic Life Officewith exam distribution, proctoring, and compiling of completed examsduring heavy exam period. Assist individual professors withgrades, exam preparation, course evaluations, letters of recommendationsand other highly sensitive student data and information.

  • Assist faculty with creationand administration of mid-term exams.

  • Maintain faculty calendars,arrange appointments, and coordinate complex meeting schedules.

  • Handle domestic andinternational travel arrangements for assigned professors including filingtravel expense reports; assemble and submit passport and visa applicationsfor international travel; familiarity with Concur (travel) and Oracle(expense) systems.

  • Assemble payment requests andprocurement orders for Oracle Procurement Requestors. Maintaindocumentation of research related expenditures; familiarity withuniversity COA and POET numbers.

  • Handle incoming mail andcorrespondence; set up, organize, and maintain filing systems; and otherclerical assignments as needed.

  • Familiarity with mail merge inorder to generate multiple personalized clerkship recommendation lettersas requested. Serve as assistant to faculty for University, LawSchool, and external committees or professional associations/organizations.

  • Serve as liaison betweenprofessors and students, student research assistants, and other Universitydepartments or schools. Answer inquiries without furtherconsultation, resolve routine matters on professor’s behalf, and respondto minor complaints or problems. May be called upon to review work ofresearch assistant or student worker.

  • Provide training, assistance,and back-up support to other faculty support staff.


  • Assist with arrangements andcoordination for domestic and international off-site conferences.

  • Coordinate complexmeeting/conferences/event logistics and program budgetary activities withFinance & Administrative Services including media services, printingservices, catering, travel agencies, airlines, hotel and restaurantarrangements, etc.

  • Handle domestic andinternational travel arrangements for guest speakers, panelists, andconference registrants, including preparing reimbursement requests.

  • Work with VLS CommunicationsDepartment to design event posters, fliers, signage, and conferencematerials. Maintain a library of image files for use in thesedesigns. Familiarity with writing event descriptions and posting eventinformation to Anchor Link.

  • Compile lists of participantsor registrants for conferences/events. Track registrant infousing database software applications. May coordinate thecollection of registration fees/income for special conferences throughVanderbilt’s Office of Conferences.

Project and ProgramManagement:

  • Provide travel, reimbursement,and event assistance to adjunct professor with program co-Directorrole.

  • Design and maintain webpages/web sites for programs, special research projects for professors,etc., including data collection surveys.

  • Compile data, conduct research,and summarize findings according to general instruction.

  • Prepare reimbursement requestsfor program activities that requires a familiarity with university COA andPOET numbers.

  • Maintain documentation ofprogram related expenditures; track expenditures and advise programdirector of remaining balance.

  • Maintain the budget and trackexpenditures for grant, including monitoring the salary of all hiredpostdoc fellows

  • Set up and maintainproject/program files.

  • Maintain high level ofdiscretion and professionalism to assemble and work with confidential andsensitive information related to matters of faculty recruitment, personnel(faculty tenure committees), budget, compensation, and businessoperations.

  • Other duties as assigned.

Supervisory Relationships:

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

Profile of an IdealCandidate

  • Bachelor degree isnecessary.

  • A minimum of 2 years ofexperience or the equivalent is necessary.

  • Experience in a highereducation setting is preferred.

About VanderbiltUniversity

Vanderbilt University, located in Nashville, Tennessee, is a top-15 private research university offering a full range of undergraduate, graduate and professional degrees. Vanderbilt is situated on a 330-acre campus near the thriving city center, serving more than 12,000 students and employing almost 7,000 faculty and staff. The university’s students, staff, and faculty frequently cite Nashville and the surrounding area as one of the many perks of being a part of the Vanderbilt community. Vanderbilt University is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity is sought and celebrated. Vanderbilt was recently named as one of “America’s Best Large Employers” and the top employer in Tennessee and the Nashville metropolitan area in 2019 (Forbes).

About Vanderbilt Benefits

Vanderbilt University offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses, and dependent children.

Commitment to Equity,Diversity and Inclusion

Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.

Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.

Primary Location: United States-Tennessee-Nashville

Organization: 17210 - Law Faculty

Job: Administrative / Office Support Supervisors, Leads, and Staff

Vanderbilt University is committed to principles of equal opportunity and affirmative action