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Administrative Assistant III, Law Clinic Internships

Company: Barry University
Location: Orlando
Posted on: November 22, 2021

Job Description:

Barry University School of Law seeks an Administrative Assistant III, Law Clinic Internships. This is a full-time position, working 40 hours per week. The Administrative Assistant III serves as the primary assistant to law clinic faculty for the in-house clinics which is a law firm in which students get an opportunity to practice law under the supervision of the clinic faculty. The Administrative Assistant III is the main contact between the public, clients, clinic faculty and clinic students. The Administrative Assistant III assists in the handling of all clinic cases, client communications, file maintenance, case management, scheduling activities and drafting correspondence among other activities.

Essential Duties

Provides assistance to the clinic faculty and students on the legal work of the clinic by:

  • Assisting in the drafting of legal documents including: providing. grammatical edits, creation of table of contents, creation of table of authorities.
  • Assisting in the filing of legal documents with courts or administrative agencies.
  • Assisting in serving documents to appropriate parties.
  • Assisting in drafting case related correspondence.
  • With direction of the clinical faculty, schedules case related activities.

    Ensures maintenance of case management system by:
    • Creating and maintaining, with the cooperation of each clinical faculty member, physical and electronic filing systems for cases.
    • Maintaining information in case management system on all clinic cases with consistency and minimal errors.
    • Creating all files for clinic cases physically and electronically.

      Supports the work of the students working in the office by providing support and assisting in routine details by:
      • Providing group instruction to students when requested by individual clinic faculty on the office procedure including information on maintaining the files and case management system.
      • Providing individual guidance to help students learn how to do tasks in the office.
      • Ensuring, with the cooperation of other clinic staff, supplies are adequate to complete the work of the clinics.

        Prepares and maintains an office manual and a student manual, setting forth the necessary elements of procedure, policy, rules and regulations necessary for the efficient operation of the administrative office.

        Provides information to the public, staff and students about the status of cases and projects of the Clinical Programs by:
        • Cheerfully answering all calls to the clinic's main number, taking messages and responding to caller's inquiries
        • Greeting all visitors to the clinic
        • Maintaining call forwarding and voice mail operations.
        • Providing a variety of information to assist visitors/callers while helping to solve their problems and answer their questions in the most efficient manner.
          Provides assistance to the clinical faculty in their class and law school responsibilities by:
          • Collecting, collating, copying and distributing classroom material.
          • Arranging classroom space for clinic classes.
          • Supporting the law faculty, law school, bar and community obligations by providing drafting, copying and other activities to do their work
          • Scheduling and coordinating meetings, events, phone calls, interviews appointments and other activities related to the clinic's work.

            The Clinical Programs is a functioning law firm at the law school. The Administrative Assistant functions both as a legal secretary to ongoing cases as well as a faculty assistant to faculty who are involved in teaching, training (that often involves travel) and supporting the work of students who are functioning as lawyers for the first time in their career, . This requires an ability to juggle many projects at once as well as handle many personalities including clients, judges, attorneys representing other parties, students, faculty and other staff at the school.

            Qualifications/Requirements
            • High School Diploma required; Bachelor's Degree preferred.
            • Three to five years of strong administrative work experience required.
            • Notary Public license preferred, but can be obtained after employment.
            • Bilingual English/Spanish skills required
            • Law firm experience preferred.
            • Ability to work with minimal supervision, exercise sound judgement and make decisions.
            • Ability to manage multiple projects, prioritize tasks & meet deadlines.
            • Proficient in Microsoft Office, ability to maintain Outlook calendar and schedule appointments appropriately. Ability to learn the CLIO program.
            • Must possess skills in office processes and secretarial responsibilities to manage diverse workload. Must have strong organizational skills with the ability to multi-task and pay attention to details.
            • Ability to handle multi-functional copier, including scans and faxes. Ability to operate a multi-line reception desk phone.
            • Must have excellent oral and written communication skills with the ability to communicate effectively.
            • Must possess excellent receptionist skills with the ability to communicate in a courteous, professional manner whether by phone, email or in person.
            • Must possess a high level of integrity and interpersonal skills to interact with all levels of the public and University.

              Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

              Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.

Keywords: Barry University, Orlando , Administrative Assistant III, Law Clinic Internships, Administration, Clerical , Orlando, Florida

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