Law Records Administrative Assistant

Law Records Administrative Assistant

Salary

Depends on Qualifications

Location

Broadway Campus, New Orleans, LA

Job Type

Full-Time Staff

Job Number

202200643

Division

Academic Affairs

Department

College of Law

Opening Date

07/13/2026

FLSA

Non-Exempt

• Description
• Benefits

Description

Provides high level administrative assistance to the Director of Academic Affairs and Law Records and to the Associate Dean of Academic Affairs, particularly with the discerning analysis of student records for character and fitness reporting to the National Conference of Bar Examiners and individual state bar entities. Assists faculty, staff, students, alumni, and others who visit or contact the Law Records Office. Manages all requests for letters and forms, including bar certification forms. Maintains current student and alumni records through daily processing and organization of confidential files. Assists with all aspects of mid-term and final exam administration, including scheduling, programming, proctoring, and accommodations. Supports the Director of Academic Affairs and Law Records with processing degree audits for all graduation candidates. Coordinates the Office of Law Records highest grade and academic awards program. Manages supply and support details of the Law Records Office.

Examples of Duties

• Provides high level administrative support to the Associate Dean of Academic Affairs and to the Director of Academic Affairs and Law Records, particularly with the discerning analysis of student records for character and fitness reporting to the National Conference of Bar Examiners. Meets regularly with the Director of Academic Affairs and Law Records for official certification of all reports and forms.

• Provides the following assistance to students, faculty, staff, alumni, and others who visit, call, or e-mail the Law Records Office:

• Responds to basic questions about academic regulations and redirects inquiries to the Director of Academic Affairs and Law Records or other appropriate staff person as needed.

• Managers the letters of good standing, enrollment certification, class rank, graduation certification, permission to visit away, etc. processes;

• Manages loan deferment, bar loan, SNAP benefit, and state bar forms processes and completion; and

• Processes transfer request packets, including all transfer forms and letters of good standing for transfer.

• Maintains current student and alumni records through the daily processes and organization of sensitive files.

• This includes collaborating with our digital record vendor, JPI, to design workflows to streamline the efficient transfer of files to multiple student records at once.

• This also includes updating active student files with law school application amendments, guided curriculum notifications, petitions decisions, grade changes, etc.

• Assists with all aspects of mid-term and final exam administration, including scheduling, programming, proctoring, and accommodations.

• Posts notations for highest grade and writing requirement completion in Colleague UI each semester.

• Coordinates creation of online law student records transcript storage and organization at the beginning of each academic year.

• Supports the Director of Academic Affairs and Law Records by providing and analyzing audit evaluation reports for all graduation applicants each academic year.

• Coordinates highest grade and awards program to include:

• notification of students of awards, creating certificates, ordering plaques, coordinating check request details with Loyola and the LSBA, and notifying students when payment checks and/or awards are available for pickup.

• Manages supply and support details of the Office of Law Records, including: maintains appropriate levels of all forms and bluebooks; stocks printer paper, stationery, mailers, etc.; maintains the fax machine and printers; maintains an appropriate level of office supplies. The Administrative Assistant also maintains the Office of Law Records reception area to include posting current academic calendars and updated forms.

Additional Responsibilities

• Performs other duties as assigned by the Dean, the Associate Dean of Academic Affairs, or the Director of Academic Affairs and& Law Records, and the Assistant Director of Law Records.

Typical Qualifications

• Minimum High School diploma, GED, or equivalent. College degree preferred.
• A minimum of 3 years of experience in a law office or academic setting.
• High level of competence in Microsoft Office (especially Excel and the mail merge function in Word), Google Suite, etc. Must possess the ability to utilize all of this software to manage a high volume of detailed-oriented work.
• Must have knowledge of (or aptitude to learn) Loyola specific technologies - including Colleague UI, LORA Self-Service, Laserfiche, Examsoft/Examplify, Canvas, and Argos - and adapt as those and other office technologies evolve.
• Strong organizational skills. Must have experience keeping a calendar and other materials to manage work repeated from cycle to cycle throughout the year. Must possess the ability to create systems and processes for the efficiency of repetitive work and projects.
• Detail oriented and able to perform work with a high degree of accuracy and speed.
• Responsive to the needs of other departments. Ability to develop and maintain strong working relationships with administrators, faculty, and staff.
• Ability to exercise judgment to solve operational problems where the answer is not apparent or in the event of unwritten situations involving policies.
• Must be conscientious, mature, and a self-starter.
• Must be punctual and able to follow a schedule.

PHYSICAL REQUIREMENTS:

• Ability to perform the essential duties of the position with or without reasonable accommodations.

In accordance with the Campus Security Act as amended, Loyola University publishes annually and distributes to members of the academic community, and upon request to prospective (students/employees), an annual security report. That report includes current policies and procedures of the University Police Department for the reporting of campus crimes, notifying the campus community of occurrence of campus crimes, policies regarding access to campus buildings, the enforcement authority of the University Police Officers and their relationship to local police. University policies on the possession, use and sale of alcohol and illegal drugs are outlined. The Campus sexual Assault Program and policy is described. Campus crime statistics as defined under this law for the last three calendar years are included. A copy of this report may be secured from the (Office of Admissions), (Office of Human Resources), or from the University Police Department.

Loyola University New Orleans does not unlawfully discriminate on the basis of race, color, gender, sexual orientation, age, religion, disability, veterans status or national origin in its educational programs or activities, including employment and admissions. At the same time, Loyola cherishes its right to seek and retain personnel who will make a positive contribution to its religious character, goals, and mission in order to enhance the Jesuit, Catholic tradition.

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, flexible spending accounts, life insurance, long-term disability, tuition remission, holidays, vacation, and sick leave.

Part-time employees who work an average of 30 hours per week over the course of a year, receive certain benefits on a pro-rated basis.

To learn more details, visit our benefits page.

Employer Loyola University - New Orleans