Law School Administrative Assistant - Loyola University Chicago

Position Details

Position Details

Job Title

ADMINISTRATIVE ASSISTANT

Position Number

8101377

Job Category

University Staff

Job Type

Full-Time

FLSA Status

Non-Exempt

Campus

Chicago-Water Tower Campus

Department Name

LAW SCHOOL

Location Code

SCHOOL OF LAW:ADMINISTRATION (02700I)

Is this split and/or fully grant funded?

No

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

Open Date

09/10/2024

Close Date

Position Maximum Salary or Hourly Rate

$25.00/hr

Position Minimum Salary or Hourly Rate

$21.00/hr

Special Instructions to Applicants

About Loyola University Chicago

Loyola University Chicago is a private Jesuit University founded in 1870 by the Society of Jesus. One of the largest Catholic Universities in the United States, Loyola's professional schools include programs in medicine, nursing, and health sciences anchored by the Loyola University Medical Center, and the Loyola University Chicago School of Law. Comprised of thirteen colleges and schools, Loyola University Chicago offers more than 80 undergraduate and 140 graduate/professional programs while enrolling approximately 17,000 students. In addition to offering a world class educational experience, Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. Our benefits are centered on health and wellness, financial security, equity, and work-life balance. We offer medical, dental, vision, 403(b), HSA, FSAs, tuition benefit, pre-tax transit benefits, EAP, and more. To view our benefits in detail, click here

As one of the nation's largest Jesuit, Catholic Universities, Loyola University Chicago fosters a transformative cultural experience that honors Diversity, Equity, and Inclusion. We are committed to recruiting and retaining a diverse, mission driven workforce that enables a culture of inclusivity. We act with the heart of a nonprofit organization and an academic enterprise with ethical practices that advance the Jesuit Mission. Loyola actively seeks to build a community of diverse opinions, perspectives, and backgrounds that support our Jesuit tradition, while helping Ramblers foster a sense of belonging and affinity for all.

Loyola University Chicago is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion (except where religion is a bona fide occupational qualification for the job), national origin, sex, age, disability, marital status, sexual orientation, gender identity, protected veteran status or any other factor protected by law.

Quick Link for Posting

https://www.careers.luc.edu/postings/29104