About Vermont Law School:
Vermont Law School (VLS) is a private, American Bar Association-accredited law school located along the banks of the beautiful White River in central South Royalton, VT. The Law School offers the nation’s premier environmental law program, and it is currently ranked #1 in Environmental Law by U.S. News and World Report (no lower than #2 since rankings began in 1991). The school offers several degrees, including Juris Doctor, Master of Laws (LL.M) in Environmental Law, Master of Environmental Law, Master of Laws in Energy Law, as well as dual degrees with a diverse range of institutions, including the University of Cambridge, the Yale School of Forestry and Environmental Studies, the Thunderbird School of Global Management, and the University of Vermont, offering more courses in the field than any other law school in the country.
Vermont Law School is distinguished by the character of the students, faculty and staff who have chosen to learn, teach and work here. From its founding, VLS has consistently drawn individuals from across the country and world with a passion for public service, a concern for justice, and an interest in pursuing legal education as a means to make a difference in the world. It is not surprising that Vermont Law School has risen to the top as a place to study environmental law and a place to work.
The U.S.-Asia Partnerships for Environmental Law works collaboratively with government institutions, non-government organizations, lawyers, judges, lawmakers and others to promote good environmental governance in Asia. As the most rapidly developing region on the planet, many countries in Asia are in urgent need of leaders to implement and enforce environmental laws and regulations, as well as policymakers and educators to develop the next generation of environmental advocates.
The Program Coordinator provides administrative as well as program support to the entire PEL team. The coordinator is the point person for day to day administration and coordination. The Program Coordinator also provides support in the management of expenses and budgets for the program as well as the grant seeking process.
Duties & Responsibilities:
- Organize and coordinate various activities/events within PEL and with other departments, including arranging for all necessary facilities, staffing, recruiting volunteers from the VLS community, scheduling, advertising/promotion, and food. The duties also include compiling background information/data needed for planning purposes; drafting outlines, agenda, schedules, procedures, promotional materials; and implementing the program plans or schedules.
- Serve as liaison with students, faculty, staff, vendors, and other key internal and/or external constituencies; present information on department programs; explain, interpret and enforce standard policies and procedures; process special requests; discuss, investigate, and resolve problems, referring to supervisor as necessary.
- Provide travel support, including scheduling trips, preparing itineraries, assisting with the visa application process, and preparing expense reports.
- Perform regular administrative duties for the department, including answering phones; standard reception tasks; drafting correspondence, reports, and mail merges; using standard computerized software products; designing, implementing, and maintaining departmental filing and record-keeping; order office supplies; maintain calendars; screen and distribute mail; photocopy; set up meetings; processing reimbursement and cash advance requests; etc.
- Responsible for ensuring compliance with grant requirements and federal regulations, including timely submission of reports; relevant federal travel regulations, such as the Fly America Act and per diem rates made applicable through the VLS travel policy; and federal requirements concerning exchange visitors who are supported by federal grants, such as visa requirements, the on-line exchange visitors tracking system, and tax reporting requirements.
- Provide programmatic and logistical support to general visitors, exchange visitors, and workshop/conference participants. Programmatic support includes assisting these visitors with the visa application process and in organizing and coordinating activities, such as training events, receptions, cultural and educational visits with government officials and other institutions. Logistical support include securing housing, negotiating rental lease terms and conditions, managing the visitors’ move in and vacating of the housing premises, arranging for transportation for the visitors, answering their questions, and looking after their general needs during their stay in VT.
- Maintain and track program expenses and cost share documentation, including working with partners to ensure timely submission of reimbursement requests, expense reports, and cost share documentation.
- Process and review reimbursement and cash advance requests, expense reports, and payment vouchers for proper expense coding and to ensure they comply with relevant travel requirements and are within budget.
- Assist in managing budgets for all grants, including developing budgets for activities and generating monthly financial reports on all grant expenses and cost share for review with director.
- Perform other general accounting duties as assigned.
- Support the grant seeking process. Maintain records of all past grant opportunities and submissions, and liaises with the Office of External Affairs on future opportunities.
- Coordinate tracking for all grant proposals and awards.
- Assist with the preparation of proposals and applications to funding agencies, including working with proposal team to write, edit and proofread proposals as required in a timely manner.
- Assist with the production of program newsletters.
- Maintain and update program information on website.
- Perform other duties as assigned from time to time.
Education, Skills & Experience:
- An undergraduate degree, plus three or more years of relevant administrative support experience, or a combination of education and experience for which comparable knowledge and skills are required.
- Education in finance/accounting and/or experience with government contracting, grant accounting and/or compliance preferred.
- Chinese language skills and experience with an international setting a great plus, but not required.
- Strong communications skills required.
- Strong organizational skills required.
- Ability to multi-task and work under deadlines required.
- Strong computer skills (e.g. proficient in Microsoft suite, especially Excel and other software).
- Ability to interact and communicate effectively with a wide variety of individuals inside and outside VLS and to problem-solve with colleagues.
- Comfortable working in an international and multicultural environment