Administrative Assistant 2

Administrative Assistant

The Drake University Law School is the premiere private law school in Iowa and one of the Nation's top law schools. The Law School blends a rich heritage with innovative technology and forward-thinking curriculum, including the nation's only First-Year Trial Practicum. Located in the heart of Des Moines, our law school offers an unmatched educational experience through cutting-edge facilities, a top-tier legal clinic, and robust connections with the legal community. Now is an exciting time to join the Law School as it begins a new chapter and innovative vision for the future.

Drake Law School is seeking a detail-oriented and proactive Administrative Assistant to support our faculty, staff, and programs. This role is essential in ensuring smooth day-to-day operations and providing high-level administrative support. Be part of a dynamic academic community with a collaborative and supportive team environment.

Minimum Qualifications :

• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Associate's degree preferred.

Preferred Qualifications :

Job Duties :

50% - Lamberti Bay Faculty Assistant : Create travel expense reports; assist professors with TWEN course; design posters for speakers and other events; order food / beverages for events; oversee event catering set-up; create exams in ExamSoft, embed questions; create promotional digital signage for events; create and assemble classroom materials; assist professors with computer / technical issues; assist with room reservations; schedule meeting times and places for committee meetings; create photo seating charts / photo cards / tent name cards; proofread and format journal articles; create PowerPoint slides / presentations; update faculty profiles on website; post slides on digital signs as needed; proofread and format final exams; assist professors with promotion and record-keeping for Inns of Court; create grading spreadsheets and enter scores; maintain tenure files; acquire and deliver parking passes for guest speakers and adjunct professors; communicate with hotel staff to set up group hotel reservations for events; send group emails to faculty / students; type letters, etc.; upload OSCAR recommendation letters; copy and scan various documents / books; answer phone / take messages; any other duties as requested.

17% - Legal Writing Professors : Set up course content in Blackboard according to syllabus (brief writing assignments, memos, peer assessments) including due dates; create gradebook for each professor; communicate with LW faculty regarding readiness assessment quizzes (RAQ) to acquire final version each semester; create each RAQ in Blackboard, matching multiple choice answers to new scratch-off card, set due date and release date; create print version of key to each RAQ as well as print version without the key for students; create group folders for each class according to professor's direction on group size (attach list of group names and score sheet for quizzes); prepare folders for each quiz by adding matching scratch-off card and print copy of quiz; record scores for individual quizzes from Blackboard and group scores from scratch-off cards; record completion / score of all assignments in gradebook; collect memo / brief assignments, check to make sure all are in (hard copy and on Blackboard); prepare graded memos / brief for return to students (total scores, scan all score sheets and top and bottom memos / briefs, enter scores in gradebook, add name sheet to each memo / brief).

10% - Faculty Recruitment Committee Assistance : Schedule appointments with dean and deputy provost to meet with each candidate, recruit student volunteers for breakfast with candidate and Drake tours, send out invites to faculty to sign up for interview times and meals, create itinerary for each candidate, send candidate materials to deputy provost and faculty, send final schedule to committee and candidate, send follow-up emails to all students and faculty who have volunteered, schedule rooms for group interviews and job talks, schedule podcast recordings for job talks, send out calendar invites for all meetings with dean, deputy provost, and for job talks; field questions regarding schedule, etc.

8% - Exam Administration : In ExamSoft, create question folders and assessment folders for each new semester in preparation for upcoming exams; test IT status with regard to laptop, scanners, barcodes, etc.; create spreadsheet from Banner data to use for creating barcode spreadsheet for exam checkout; create master check out / in spreadsheets with all exam takers / courses; proofread and format final exams; import all exams and multiple choice answers into ExamSoft; proofread all exam formatting and each exam posting; communicate passwords to all exam administrators; prepare exam station by setting up exam table, laptop, scanners, etc.; administer exam check-in procedures for the duration of the exam period; walk through every classroom every day during exams as proctor; process intake data and compile daily count of exams taken; ensure all exam answers are printed or saved as pdf file; notify Student Services of any discrepancies in intake data; follow up with the Asst. Dean to discuss daily procedures and happenings; pull multiple choice exam reports and create histogram spreadsheets with exam results for faculty use, make available to faculty.

4% - Podcasting (Panopto) : Format course schedule data to add to IT ticket; provide campus Blackboard personnel with law school course data; add Panopto tool to every Blackboard course in order to create a folder for each course; create a list of all courses for other admins to use as we schedule semester class recordings in Panopto; update recording schedule throughout semester; release podcasts as requested.

3% - Class Attendance : Create and print weekly attendance sheets; record and monitor attendance; notify professors and asst. dean of issues; send email warnings to students; record attendance warnings sent; respond to student inquiries regarding attendance; keep track of students with flexible attendance.

3% - Summer in France : Meet with program director; maintain program web pages; organize and promote informational meetings; order pizza for informational meetings; create promotional posters and digital signage; schedule participant meetings / French lessons; maintain application in Qualtrics; work with International Center for post-acceptance application in Terra Dotta; record applicant information in spreadsheet; request deposit information throughout the year and record deposits; communicate application status with each student; monitor applicant's GPA after fall semester; update, print, and assemble orientation book; send promotional emails to students; monitor completion of student forms; create rosters and attendance sheets; assemble class materials; assemble and distribute student emergency contact / insurance info; send class lists and contact info of all participants to appropriate personnel.

3% - Adjunct Professors : Maintain adjunct contact list; update adjunct bios on website; request textbooks for review from publishers; create and update class rosters; create and update photo class lists; prepare class materials; handle communication between administration and adjunct professors; field questions from adjunct professors; assist adjunct professors with classroom technology / TWEN / Blackboard; print assignments for adjuncts; return graded assignments to students by email; send adjunct professors parking passes each week as needed; schedule rooms for make-up classes and schedule podcasts.

2% - Miscellaneous : Backup on phone for student services office; create Qualtrics surveys for various student organizations; assist students with exam reviews; greet and assist east bay visitors; assist faculty and staff with computer / technical issues as requested.

Special Instructions to Applicants : For consideration, you must apply online. Please include a resume and cover letter. If you have any questions about this job posting or the application process, please email susan.edwards@drake.edu. Review of applications will begin immediately. This position will remain open until filled.

Salary and Benefits : 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. If you are exploring a job with Drake University, we invite you to spend a little time with our Drake Benefits Guide 2025.