Administrative Associate

Specialized Administrative (Legal) Support: (60%) 
Perform litigation office support including:

• Maintain front office presence to communicate professionally in person and over the phone; provide appropriate referral and resource information with clients the clinics cannot serve; maintain community resource and referral network information for visitors and law students to use when connecting clients with outside agencies; supervise student worker who may provide front desk support at times.
• Conduct initial client/case screening and intake; interact with prospective clients;
• Administer and adapt the electronic confidential case management system (Clio) and implement consistent internal workflows to open, organize, process and docket cases, complete tasks, enter party information, and conduct conflict checks; maintain integrity of data and file structure practices;
• Use electronic case management systems to ethically and precisely update and manage court appearance calendars of up to 14 students and faculty per semester, and to organize case documents, videos, and work product.
• Review, proofread, format, and file legal documents with various courts (municipal, state) through electronic and traditional means; ensure notice by mail or publication are consistently delivered in accordance with court rules.
• Track requests for and receipt of discovery; download and organize discovery files in the electronic case management system.

Specialized Administrative (Office Management) Support: (30%)

• Maintain a welcoming front desk / reception environment in the clinic space, responding to community requests and coordinating responses with faculty.
• Communicate professionally with court personnel, law students, clients, attorneys, and other outside stakeholders in written and oral formats.
• Manage all office equipment and supplies, including inventorying and ordering/replacing supplies, communicating with University IT and outside vendors to administer clinic phones, computers, databases and other technology, and coordinating IT onboarding and offboarding of legal intern students each semester.
• Perform law firm accounting functions including processing payments; ethically managing client trust accounts and maintaining accurate financial records; billing outside parties for case work; depositing checks, collaborating with faculty on budget planning, invoicing, and grant application requirements; Participate in preparation of financial materials and reports for grant applications; assist Director in working with internal (KU) and external accountants to provide information for budget and tax reports and provide quarterly reports to Board of Directors for financial oversight. Assist Director in organizing periodic Board of Directors meetings.

Educational Student Support: (10%):

• Support faculty in recruiting, screening, and onboarding enrolled students.
• Collaborate with registrar and faculty to ensure student practice permitting through the Kansas Supreme Court prior to each semester and ensure adequate supervision of student legal work in accordance with ethical rules.
• Collaborate with faculty to orient and educate students about office practices and procedures; perform litigation/paralegal support as needed to prepare student/attorney-drafted documents for court filing; provide feedback for clinic faculty to help assess and develop student performance in office procedures and other tasks.
• Collaborate with students and faculty to assign new cases to students; monitor clinic caseloads and student workloads; and implement improvements to clinic workflow.
• Prepare and maintain classroom materials, office manuals, and Canvas educational site.
• Role model excellent law office practices for student learning; continually update knowledge base and collaborate with faculty to develop and teach emerging best practices.
• Perform other duties as assigned.