Front Office Legal Administrative Assistant, Mills Legal Clinic, Stanford Law School

🔍 School of Law, Stanford, California, United States

📁: Administration

📅   : Sep 06, 2023 Post Date

📅   : 100580 Requisition #

The Mills Legal Clinic ("MLC") at Stanford Law School ("SLS") seeks a full-time Front Office Legal Administrative Assistant to support the work of the clinics within the MLC. The mission of all of the clinics within MLC is to provide law students with the practical experience of working with real clients and communities on real cases under the supervision of clinical faculty while offering superb pro bono representation to underserved individuals, communities and nonprofit organizations.

JOB PURPOSE:

The Legal Administrative Assistant will have substantial administrative responsibilities in a fast-paced and dynamic work environment involving competing priorities and deadlines. The Legal Assistant will provide overall administrative support to our Mills Legal Clinic attorneys and numerous law students who represent the clinics’ clients. Candidates should have proven excellent time management and interpersonal skills, as well as exercise strong attention to detail. The Legal Assistant will contribute to the dual teaching and service missions of the MLC and will become part of the thriving clinical community at Stanford Law School. This position reports to the faculty directors of the assigned clinics and to the Director of Operations of the Mills Legal Clinic.

CORE DUTIES:

Act on behalf of supervisor, in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Assist Director with office operations, including maintaining conference room reservation system, ordering office supplies, coordinating and maintaining technology hardware inventory and check-out system, maintaining student conflict clearance system and ensuring orderliness of MLC offices.
Provide backup support to legal assistants and paralegals, including providing the preparation and collection of documents for filings, proofreading legal documents, research, calendar management and maintaining client files.
Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
Compose and draft documents and legal correspondence. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Create complex reports and spreadsheets which may utilize specialized software and systems.
Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
Maintain MLC front desk operations including greeting clients and visitors, triage telephone calls, fielding email inquiries from the general public. Organize and deliver incoming fax transmissions. Screen, prioritize and route legal mail received by clients.
Maintain up to date list of referral resources for members of the public with legal issues the clinic cannot address.
Efficiently prioritize tasks and independently resolve administrative problems.
Assist in supporting and providing guidance to law student involvement in office procedures, including use of fax, copiers, and other office equipment.

MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma and four years of administrative experience, or combination of education and relevant experience. Experience working in a legal environment preferred.

Knowledge, Skills and Abilities:

Advanced computer skills and demonstrated experience with office software and email applications.
Demonstrated success in following through and completing projects; ability to take initiative and ownership of work.
Excellent organizational skills and attention to detail.
Strong verbal and written communication skills. Demonstrated success drafting professional correspondence including routine business letters and email messages
Excellent customer service and interpersonal skills, including ability to interact professionally with clients or customers under personal stress.
Ability to prioritize, multi-task, and assign work to others.
Ability to take initiative and ownership of projects.
Ability to routinely and independently exercise sound judgment in making decisions.

PREFERRED:

Legal administrative experience with proven ability to perform in a fast-paced law office. Ability to exercise independent problem-solving ability and sound professional judgment; maintain discretion and confidentiality
Ability to prioritize, problem solve and efficiently manage time to meet deadlines
Strong proofreading and writing skills
Commitment to public service strongly preferred

*Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

WORK STANDARDS:

Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.

The expected pay range for this position is $66,000 to $91,000 per annum/hour.
Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

*Note: The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

*Stanford Law School seeks to hire the best talent and to promote a safe and secure environment for all members of the university community and its property. To that end, new staff hires must successfully pass a background check prior to starting work at Stanford University.

*Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

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