Law School Administrative Assistant

Duties and Responsibilities

The Law School Administrative Assistant is the primary administrative assistant to the Loyola University of Chicago Community Law Center (two faculty and approximately 15 students each semester), Veterans Clinic (one faculty and approximately 8 students each semester), Business Law Clinic (two faculty and approximately 15 students each semester), and the Federal Tax Clinic (two faculty and approximately 8 student each semester).

As part of a team of administrative professionals that provides administrative support across the Law School, this position has accountability to the Center and Clinic directors and reports to the Associate Dean for Administration.

The Law School Administrative Assistant provides broad based administrative and programmatic support to the Community Law Center, Business Law Clinic, Federal Tax Clinic, and Veterans Clinics and backs up across the law school, as needed.

General administrative duties include, but are not limited to :

Providing reception and serving as a first point of contact by answering phones, screening and directing callers and taking messages;

greeting and directing visitors as needed, including scheduled appointments for all four clinics, handling walk-ins and making appropriate referrals.

• Preparing memos, letters, exams and journal articles for publication; proofreading documents and checking citations as necessary.
• Handling mail distribution and preparing materials for mailing.
• Filing documents and photocopies materials.
• Assisting with the preparation and administration of events, including faculty meetings, conferences and symposia. This includes coordinating and implementing event logistics, such as coordinating travel, room reservation requests, catering and set-up, guest speaker management, invitations and registration, event promotion and announcement, coordinating building access, preparing meeting materials and gift packages for participants, and submitting CLE credit for guest speakers and event participants, as appropriate.
• Preparing expense reports, petty cash reports, and check requisitions.
• Working with the Law School Office Coordinator to order supplies and maintain / troubleshoot office equipment, as directed.
• Proactively assisting faculty and administrators when the workload is slow.
• Performing other administrative duties as assigned.

In addition to these general duties, the Law School Administrative Assistant provides specialized support based on the different needs of the Center and Clinics.

The following list is representative of the types of support provided, and is not exhaustive :

• Managing client files and center / clinic records, including opening and maintaining cases, entering information into Legal Server and other client management record systems and databases, maintaining lists of open and closed cases, assisting with filing, sorting and destroying client files.
• Providing faculty, course, and certificate support, including copying documents for attorneys and students for class and client interviews, sending student rosters to Law School Registrar for enrollment;

supporting the Transactional Law Certificate, including maintaining student certificate applications.

• Supporting students by managing student mailboxes, scheduling applicant interviews, completing research credit forms, coordinating travel arrangements for teams, completing and submitting student reimbursement forms for travel expenses, sending student-related communications and announcements, and compiling and submitting student information for O : drive access.
• Making appropriate referrals to the public and composing correspondence in response to requests for legal help.
• Maintaining master calendar with attorney / student court dates and room reservations.
• Any other administrative tasks that support the Center, Clinics, or Law School, as assigned.
• Minimum Education and / or Work Experience High school diploma or equivalent and one to three years of relevant experience;

some positions may require additional experience. Qualifications Preferred qualifications include :

• Previous legal and office management experience, and / or certificate in paralegal studies.
• Strong communication skills, including the ability to : read, analyze and interpret legal correspondence; compose reports, manuals, and correspondence;

present information effectively to students, attorneys, and general public.

Spanish speaking.

Certificates / Credentials / Licenses Spanish speaking strongly preferred.

Certificate in paralegal studies extremely helpful. Computer Skills Intermediate MS Word processing, MS Excel or Spreadsheets, MS PowerPoint, MS Publisher and MS Access or Database Software.

Adept user of Internet, e-mail and other office automation systems. Supervisory Responsibilities No Required operation of university owned vehicles No Does this position require direct animal or patient contact?

No Physical Demands Repetitive Motions Working Conditions None