Verified Job
Back Office / Data Entry
Clinical Law Office Administrator - College of Law
Back Office / Data Entry
#39918
Remote / WFH
West Virginia University
Job Description
The College of Law at West Virginia University is currently accepting applications for a Clinical Law Office Administrator.
About the Opportunity
This position is accountable for providing complex, independent and confidential administrative staff support to the Directors of the litigation practice clinics in the clinical law program at the West Virginia University College of Law. Functions include performing various and numerous administrative duties that relieve the Directors of administrative details. This position manages all daily operations of the litigation practice clinics which includes supervisory duties and client services. This position requires independent judgment and discretion in carrying out responsibilities with a high degree of professionalism, accuracy and confidentiality.
We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:
37.5-hour work week
13 paid holidays (staff holiday calendar)
24 annual leave (vacation) days per year or more based on years of service (employee leave)
18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
WVU offers a range of health insurance and other benefits
401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
Wellness programs
What You'll Do
Client Services
Serve as a key liaison, communicating daily with clients, attorneys and court systems for all clinical practice groups in the clinical law program. These interactions often involve referrals, issue resolution, policy development, and the determination and dissemination of critical information.
Exercise independent judgment when assessing potential clients for the law clinics practice groups and accurately apply threshold eligibility criteria for legal clinic services. Screen client applications received by phone, e-mail, and/or mail on a daily basis. Direct inquiries that do not meet the eligibility guidelines of the clinic to other services throughout the state that may be more suitable for services needed.
Review and process prospective legal client applications and maintains the list of prospective clients. Understand legal systems, legal issues, and legal deadlines and alerts Law Clinic Directors, faculty, and adjuncts to prospective clients with urgent matters or other special legal situations. Able to triage legal applicants between those in true emergency situations and those whose cases can await normal processing.
Administrative Duties and Operations
Serve as office manager for the litigation practice groups, Directors, and staff attorneys within the Clinical Law Program, including General Litigation Practice, West Virginia Innocence Project, Veterans Assistance, Immigration Law, Supreme Court Clinic, and any future clinics that may be created or revised.
Review and process all incoming mail and directs such mail to the appropriate clinic. Compose standard letters, memorandum, and reports for the Directors. Advise the directors regarding timely responses to specialized requests. Establish and maintain a complex filing system to support the directors’ operational procedures. Exercise considerable care in the collection, compilation, and protection of such information.
Qualifications
Bachelor’s degree in paralegal studies, business, or other related fields.
A minimum of three (3) years of experience involving:
Office administration in an academic or legal office setting.
Experience handling confidential client information.
Proficiency with Microsoft Office Suite with the ability to learn WVU systems such as MyExpenses, MY Time and Mountaineer Marketplace.
Computer experience and the ability to learn current software applications that support the information needs of the position (i.e. Clio) and any future software used in the clinics.
Any equivalent combination of education and/or experience will be considered.
All qualifications must be met by the time of employment.
Knowledge, Skills, and Abilities
Demonstrated program management/coordination experience with exceptional organizational and time management skills.
Strong ability to multi-task multiple priorities at the same time.
Demonstrated ability to read and interpret documents.
Excellent oral and written communication skills.
Demonstrated ability to present information and respond to questions from organizations and individuals.
Demonstrated ability to create and produce clear, concise paper and electronic documents.
Strong leadership/managerial skills, especially in supervision of staff and clinic students.
Strong computer skills including Microsoft Office Word, Excel, Outlook, OneDrive and Microsoft Teams.
Ability to work independently using judgment in situations with serious consequences.
Ability to work with extremely confidential materials (i.e., client cases) and maintain confidentiality.
Ability to qualify for Notary Public license.
Must exhibit professional behavior and image at all times to best represent WVU to our constituents.
Preferred Qualifications
Experience in managing a law office.
Requirements
Resume
About the Opportunity
This position is accountable for providing complex, independent and confidential administrative staff support to the Directors of the litigation practice clinics in the clinical law program at the West Virginia University College of Law. Functions include performing various and numerous administrative duties that relieve the Directors of administrative details. This position manages all daily operations of the litigation practice clinics which includes supervisory duties and client services. This position requires independent judgment and discretion in carrying out responsibilities with a high degree of professionalism, accuracy and confidentiality.
We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:
37.5-hour work week
13 paid holidays (staff holiday calendar)
24 annual leave (vacation) days per year or more based on years of service (employee leave)
18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
WVU offers a range of health insurance and other benefits
401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
Wellness programs
What You'll Do
Client Services
Serve as a key liaison, communicating daily with clients, attorneys and court systems for all clinical practice groups in the clinical law program. These interactions often involve referrals, issue resolution, policy development, and the determination and dissemination of critical information.
Exercise independent judgment when assessing potential clients for the law clinics practice groups and accurately apply threshold eligibility criteria for legal clinic services. Screen client applications received by phone, e-mail, and/or mail on a daily basis. Direct inquiries that do not meet the eligibility guidelines of the clinic to other services throughout the state that may be more suitable for services needed.
Review and process prospective legal client applications and maintains the list of prospective clients. Understand legal systems, legal issues, and legal deadlines and alerts Law Clinic Directors, faculty, and adjuncts to prospective clients with urgent matters or other special legal situations. Able to triage legal applicants between those in true emergency situations and those whose cases can await normal processing.
Administrative Duties and Operations
Serve as office manager for the litigation practice groups, Directors, and staff attorneys within the Clinical Law Program, including General Litigation Practice, West Virginia Innocence Project, Veterans Assistance, Immigration Law, Supreme Court Clinic, and any future clinics that may be created or revised.
Review and process all incoming mail and directs such mail to the appropriate clinic. Compose standard letters, memorandum, and reports for the Directors. Advise the directors regarding timely responses to specialized requests. Establish and maintain a complex filing system to support the directors’ operational procedures. Exercise considerable care in the collection, compilation, and protection of such information.
Qualifications
Bachelor’s degree in paralegal studies, business, or other related fields.
A minimum of three (3) years of experience involving:
Office administration in an academic or legal office setting.
Experience handling confidential client information.
Proficiency with Microsoft Office Suite with the ability to learn WVU systems such as MyExpenses, MY Time and Mountaineer Marketplace.
Computer experience and the ability to learn current software applications that support the information needs of the position (i.e. Clio) and any future software used in the clinics.
Any equivalent combination of education and/or experience will be considered.
All qualifications must be met by the time of employment.
Knowledge, Skills, and Abilities
Demonstrated program management/coordination experience with exceptional organizational and time management skills.
Strong ability to multi-task multiple priorities at the same time.
Demonstrated ability to read and interpret documents.
Excellent oral and written communication skills.
Demonstrated ability to present information and respond to questions from organizations and individuals.
Demonstrated ability to create and produce clear, concise paper and electronic documents.
Strong leadership/managerial skills, especially in supervision of staff and clinic students.
Strong computer skills including Microsoft Office Word, Excel, Outlook, OneDrive and Microsoft Teams.
Ability to work independently using judgment in situations with serious consequences.
Ability to work with extremely confidential materials (i.e., client cases) and maintain confidentiality.
Ability to qualify for Notary Public license.
Must exhibit professional behavior and image at all times to best represent WVU to our constituents.
Preferred Qualifications
Experience in managing a law office.
Requirements
Resume
