Program Coordinator II
Manage Vanderbilt Legal Clinic office staff which supports 40 or more faculty and student-attorneys each semester; Prepare and administer several budget centers; Maintain and develop office procedures; Oversee requests for equipment and supplies; Facilitate recruitment and hiring staff and law student summer clerks; Act as liaison for the Associate Dean for Clinical Affairs.
Key Functions and Expected Performances
1. Manage budgetary responsibilities for the Legal Clinic and related law school programs. (50%)
a) Assist director in analyzing and compiling data for budget projections; Supply precise information by center and account line regarding anticipated expenses for budget preparation; Oversee and reconcile various budget centers including legal Clinic operating center, client litigation center, client trust account, four Legal Aid Society Public Interest Stipend Fund centers, and the Loan Repayment Assistance Program centers.
b) Report findings of budget analysis to the Associate Dean for Clinical Affairs and the Assistant Dean for Finance.
c) Prepare ad hoc financial and budget reports as needed.
d) Administer the Loan Repayment Assistance Program (LRAP). Calculate disbursements to lenders for each LRAP recipient, process promissory notes, collect supporting documentation and distribute checks. Maintain contact with recipients throughout the year and update information as needed.
e) Coordinate summer stipend applications and check distribution.
f) Develop and maintain contract administration, which may include contracts for services and/or vendors.
g) Oversee grant administration, when applicable. Assist with grant applications and oversee grant administration. Represent Vanderbilt University to funding agencies (i.e., Department of Justice).
h) Oversee and reconcile budget centers for three student organizations: Legal Aid Society, Moot Court Board and Mock Trial Board;
2. Ensure effective daily operations of the Legal Clinic. (30%)
a) Plan and schedule meetings, prepare correspondence, mailings, maintain confidential files and records, facilitate attorney contact with incarcerated clients throughout the US.
b) Facilitate law student certification to practice before state courts and the USPTO.
c) Communicate, implement, interpret and revise office policies and procedures.
d) Pay bills for all Clinic operations including client-related expenses. Maintain trust balances for client matters.
e) Manage enrollment for all Clinic sections, semester and summer externships, and Trial Advocacy courses.
f) Manage travel arrangements, authorizations and reimbursements for several faculty and law students, including numerous multi-destination and international trips each year.
g) Oversee maintenance of Legal Clinic's closed client files in 2 storage facilities.
h) Provide administrative support to three student organizations: Legal Aid Society; Moot Court Board and Mock Trial Board.
3. Manage personnel-related matters for the Legal Clinic. (20%)
a) Facilitate performance management for two permanent staff members on a day-to-day basis and conduct annual performance reviews. Define and clarify performance expectations, including department-specific job descriptions. Encourage and support self-development of staff through regular feedback and training.
b) Coordinate hiring of approximately five summer law clerks.
c) Handle personnel issues and make hiring recommendations to the Associate Dean for Clinical Affairs.
Preferred Education, Skills, and Experiences:
- Bachelor's degree and 2 years of experience or the equivalent required
- Vanderbilt system and process knowledge strongly preferred
- Supervisory experience required
- Legal assistant or paralegal experience a plus
Job Professional and Managerial
Primary Location TN-Nashville-Law School
Organization Law School-Admin Services 124105PI75223413