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Front Office Administrative Associate, Mills Legal Clinic

Employer
Stanford University
Location
Stanford
Closing date
Jul 26, 2021

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support, Legal Affairs
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Job Details



Front Office Administrative Associate, Mills Legal Clinic

Stanford University

Job Number:
90420

The Mills Legal Clinic ("MLC") at Stanford Law School ("SLS") seeks a full-time Front Office Administrative Associate (“FOAA”) to support administrative operations. Through its 11 clinical programs, the MLC provides SLS students practical experience working with real clients on real cases under the supervision of clinical faculty. The FOAA will make an important contribution to the MLC's dual mission of educating students and serving clients and will become part of the thriving clinical community at SLS. This position will report directly to the Mills Legal Clinic's Director of Operations.

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.

Job Code: 4103

Job Grade: F

JOB PURPOSE:

The FOAA will have substantial administrative responsibilities in a fast-paced and dynamic work environment involving competing priorities and deadlines. A successful FOAA will demonstrate strong administrative skills, enjoy both team and independent work, and excel at time management. The ideal candidate will exercise independent problem-solving skills, sound professional judgment and discretion. The right candidate will enjoy working in a fast-paced law clinic environment and interacting with a variety of personalities, including some members of the public who are under the stress of urgent legal problems.

Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

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.
  • 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 correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. 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, answering and routing telephone calls, fielding email inquiries from the general public. Organize and deliver incoming fax transmissions.
  • 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 and work with students on office procedures.
  • Provide backup support to legal assistants, including providing direct litigation support to one clinic director and supervising attorney.
  • May supervise day-to-day work of undergraduate students and/or temporary workers, including managing workflow and deadlines, ensuring quality, and providing performance review input

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:
  • Ability to exercise independent problem-solving ability and sound professional judgment; maintain discretion and confidentiality
  • Desire and ability to work both independently and collaboratively within departmental and project teams
  • Ability to work with multiple supervisors and interact well with a variety of personalities.
  • Interest in social justice.

* - 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.


HOW TO APPLY

Applicants must submit their cover letter and resume via http://stanfordcareers.stanford.edu. Applications are due by July 23, 2021.

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.



Job:

Location: School of Law, Stanford, California, United States
Schedule:
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu

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







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