Staff Assistant

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Staff Assistant
Duties: Support two program coordinators who plan, coordinate, and perform all operational, administrative, and clerical tasks necessary to run the Center for Judicial Studies' five strategic programs, which include an eight-week LLM program for sitting judges, at least two annual law-related conferences with 100 judges and lawyers, the quarterly journal Judicature(the scholarly journal for judges), the annual AJEI (Appellate Judges Education Institute) summits, and EDRM (Electronic Discovery Reference Model). Perform responsible administrative and secretarial duties of a complex and confidential nature regularly contacting federal and state judges, government officials, prominent lawyers, and law professors. Support the program coordinator who is responsible for overseeing four-day annual summits, including planning, developing, and implementing activities related to annual AJEI summits; obtaining approval for CLE accreditation of summits and ensuring that individual lawyers can apply for CLE credit; identifying and selecting hotel accommodations, negotiating hotel contracts exceeding $500K for individual rooms for more than 300 judges and lawyers and 200 spouses, meeting spaces, IT equipment, and meals; establishing appropriate time frames and deadlines; arranging biweekly conference prep calls throughout the year with 40 judges and preparing and updating status chart of summit speakers; planning and arranging extracurricular activities during summits; maintaining accurate expense records; assisting in developing budget for future summits; coordinating public relations activities to include conceptualizing and writing, promotional materials, publications, press releases, ads, fliers, and web-based announcements; developing plans and schedules for release of publicity materials; preparing budgets; monitoring, verifying, and reconciling expenditure of budgeted funds as appropriate; monitoring and evaluating program effectiveness using qualitative and quantitative research techniques; investigating trends, and recommending and implementing modifications to improve program effectiveness. Judicial LLM Program: Assist the program coordinator who is responsible for managing the Master of Judicial Studies program, including arranging housing for 20 judges, organizing faculty material and creating notebooks, processing international visa applications, arranging for Duke ID cards, matriculating student-judges, corresponding with the judges throughout the year and interacting with them daily while they are in residence; preparing budgets; monitoring, verifying, and reconciling expenditure of budgeted funds as appropriate. Law-Related Bench-Bar Conferences: Assist the program coordinator who is responsible for managing at least two annual law-related conferences, including selecting hotel site,maintaining registration lists,sending conference invitations, making lodging and travel arrangements and preparing travel vouchers for 15 judges attending each conference, creating name badges and name tents, posting conference materials online, processing Continuing Legal Education (CLE) credits, and attending and providing logistical assistance on-site at each conference. Judicature: Support the program coordinator who is responsible for managing Judicature's publication, including managing the subscription database, which involves reconciling subscription errors, responding to all inquiries of missed and damaged deliveries, and maintaining all subscription records of thousands of subscribers; developing and implementing procedures to notify subscribers of impending subscription expiration dates and sending follow-up reminders and invoices; processing subscription payments received electronically and by check; preparing budgets detailing expenses and revenue and other financial reports. Assist in tracking and fulfilling subscription orders, memberships, and sponsorships. Assist in proofreading the journal, contacting content sources, processing mailings,developing mailing lists, and creating promotional campaigns. EDRM: Support the program coordinator who is responsible for managing all administrative aspects associated with operating EDRM, including maintaining and updating lists of hundreds of sponsors and members, collecting and depositing annual membership dues as they become due, and notifying members and sponsors of approaching expiration dates; arranging monthly webinars, arranging webinar prep calls, and creating or securing webinar materials;planning, recommending, and arranging accommodations for two annual meetings of 40-100 professionals, including selecting sites, negotiating and contracting with hotels for individual rooms, meeting spaces, and meals; and assisting in maintaining and updating EDRM website. Acting as primary administrative support to EDRM Director. Maintain departmental accounting records; create purchase orders; process expense reports and other departmental charges; make deposits; and order supplies. Perform other related duties incidental to the work described herein.

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