Administrative Assistant, Community Legal Clinics
Summary of Job:
Provides administrative support relating to all activities and services of The John Marshall Law School Community Legal Clinics. Assists clinical personnel in the preparation of grant applications and required reporting under grant awards. Provides logistical support for activities and events, as needed, and maintains databases deemed essential for the effective operation of the legal clinics.
- Administrative Support: Performs general intake duties, including screening and routing calls to the appropriate internal clinic or recommending an outside referral. Provide software and office equipment assistance to faculty and staff. Drafts and prepares correspondence. Prepares mailings and summary spreadsheets. Provides general classroom, project or program support. Makes travel arrangements and completes reimbursement requests. Assists faculty and staff, coordinating the revision, layout, printing and distribution of education and outreach materials. Completes all work in timely fashion.
- Logistical Support: Works closely with clinical faculty to coordinate all aspects of conference, program, and special event activities. Interfaces directly with other internal support departments, such as Institutional Affairs and Events, to promote, schedule, present, and conduct post-event evaluation for each event. Creates mass emails utilizing Mail Chimp for distribution.
- Database Management: Creates and maintains databases in a timely manner. Performs queries and runs reports. Imports and exports data and generates mailing labels and lists.
- Accommodation Support Backup: When required or when the primary Accommodation Support for blind staff attorney is not available, provides support, including reading aloud hard copy documents, online information, and other items. Organize, file and retrieve case files and other legal documents. Travel to and from court, on-site and offsite client meetings, trainings, and education and outreach events.
Bachelor’s degree preferred.
- Intermediate knowledge of Microsoft Word, Excel, PowerPoint
- Intermediate to advance knowledge of Access
- Working knowledge of case management system e.g., CLIO
- Create and revise Word documents, Excel spreadsheets and Power Point presentations.
- Download and upload documents relating to grant application submission and reporting.
- Create, update and run reports in various software programs such as Excel and Access.
- Enter and extrapolate data using case management software e.g., Clio, Time Matters.
Recognizes and demonstrates the importance of delivering high quality customer service to meet the needs of internal and external clients. Willingness to work in close collaboration with colleagues, faculty and other staff to achieve common goals. Ability to understand and comply with client confidentiality principles. Demonstrates attention to detail and the ability to follow complex instructions and protocols independently. Multi-tasks with minimal supervision. Possesses effective oral and written communication skills. Must be willing to improve base of skills and knowledge and seek opportunities for professional and personal development including cross training on an ongoing basis. Ability to sit for extended periods of time and lift materials up to 30 lbs. Must be able to maintain a regular work schedule as defined. Punctuality is required. Experience working with lawyers and the general public and exhibiting a professional appearance and demeanor. Must have or be willing to obtain a current Illinois notary public commission.
The John Marshall Law School, finding any invidious discrimination inconsistent with the mission of free academic inquiry, does not discriminate in admission, services, or employment on the basis of race, color, sex, religion, national origin, ancestry, age, disability, veteran status, marital status, sexual orientation, gender identity, gender expression, genetic characteristics, or any other characteristic protected by applicable law.