The Legal Assistant 2 coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. This position creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.
This position is responsible for the day-to-day operation and coordination of the Associate Dean, Director of Appellate Advocacy Center and other faculty in Northwestern Pritzker School of Law’s Bluhm Legal Clinic.
Prepare and edit legal documents, correspondence, scholarly articles, and confidential reports.
Draft routine motions; arrange for filing and service; format briefs (including pagination, table of authorities, cite checking, appendices).
Communicates with faculty, clients, and other relevant parties on active matters as necessary to resolve issues, keep projects on track, answer questions related to service of process and to collect and assemble case related information
Provides case management support, including monitoring and following up on case calendars, filing deadlines, and paper and electronic docket search
Prepare and maintain accurate account of faculty meeting minutes
Obtain and scan records on appeal; prepare necessary paperwork for court reporters and courts for fee reimbursement.
Collect and monitor attorney feedback and other evaluations for clinic classes.
Maintain course management system for assigned attorneys.
Update course packs for clinic classes.
Plan and execute meeting request including logistics requirements for meetings/events, such as book meeting rooms, schedule conference call numbers, sending invites, arrange AV facilities, order food and distribute meeting materials.
Schedule meetings and maintain Faculty calendars with the ability to independently decide scheduling based upon priorities.
Maintain and manage faculty calendars; discern appropriate action and prioritizations of events.
Other general office duties such as mailing, faxing, copying, filings, and transcription.
Conserve Faculty member’s time by reading collecting and analyzing correspondence and initiating communications.
Maintain general expense reports and reconcile department accounts
Prepare and process form related expenses incurred for faculty, fellows and students.
Verify appropriateness and accuracy of charges.
Process and reconcile expenses, accounting transfers, and/or appropriation changes for domestic and international business.
Assist with processing and reconciling center budgets and case financial records
Update financial transaction spreadsheets and databases.
Generate summary reports and statistics.
Prepare and process all travel and other expense reimbursements for faculty, fellows and students including foreign and domestic travel.
Prepare and process all expense and event invoices, check requests and petty cash requests.
Purchase books and other supplies as needed.
Coordinate travel arrangements (domestic and international) and prepare itineraries with the ability to anticipate travel obstacles
Manage event planning to include: All Clinic and Center celebrations, events and various meetings.
Organize and coordinates events; both onsite and off-site that may include creating timelines.
Collect agenda items and background materials.
Verify invoices and expense reports; and/or reconciles to budget.
Assist supervising attorneys in onboarding students.
Assist students with their client casework that includes training and advising new students each semester on creating and preparing legal documents (e.g. briefs, exhibits, discovery materials, notices, certificates of service, tables of authority, affidavits, researching/understanding court rules, etc.).
Provide students with administrative support in preparing correspondence, mailings, court filings, prison visits, and legal phone calls.
Assist students in making equipment reservations, room reservations, travel reservations, and car rental reservations.
Provide students with limited IT support, translation services when appropriate, and serve as intermediary in communications between the faculty and students for all course and client related matters.
Collect work from students and integrate it with that of their supervising attorney(s). This includes reconciling various document versions from multiple students, faculty members and external co-counsel.
Collect journal reflection pieces from students twice each semester.
Provide a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
Review administrative processes and procedures regarding student services and recommends changes.
Process conflict and other intake forms for Associate Dean, Director of AAC and others.
Maintain hardcopy and electronic version of all client files.
Manage and maintain files and offices of assigned attorneys. Keep offices and files orderly.
Knowledge of litigation guidelines (ie local, federal and state court rules) and necessary filing procedures; both manually and electronically (e-filing)
Maintain Center’s court calendar for assigned clients with accuracy.
Provide effective interaction with court clerks and or judges; both on the telephone and in writing.
Ability to exercise good judgment in a variety of situations, with strong written and verbal communications.
Data entry of all new and closing client case file information into the case management system, and produce monthly reports for the Legal Practice Administrator.
Prepare queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
Create and update procedures for word processing and other office related training materials
Cover lunches and breaks in the reception area as needed. Provide professional and helpful customer service.
Perform other duties as assigned.
4 years of administrative support or other relevant experience required.
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Demonstrated strong verbal, written and interpersonal communication skills ability to communicate in a professional manner to develop rapport with clients.
Ability exhibit meticulous attention to detail and handle confidential information.
Must be able to work independently; as well as in a team setting.
Ability to use Westlaw and Lexis.
Demonstrated knowledge of court e-Filings and associated procedures with various jurisdictions.
Thorough knowledge of MS Word, PowerPoint, Excel, Adobe or similar database systems.
Ability to prioritize, multi-task projects and meet deadlines.
Ability to exercise good judgment and discretion.
Preferred Qualifications: (Education and experience)
Experience working in an academic environment.
Experience working in a legal environment for a minimum of 3 years or more.
Knowledge of LexisNexis, Westlaw, Publisher, Adobe Acrobat.
Proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point).
Must maintain a professional demeanor and rapport with attorneys, faculty, staff, students, clients, and guests.
Ability for provide bilingual interpreting or translation support.
Must be very organized and able to communicate information clearly, accurately, and concisely, both written and oral with a diverse group of individuals.
Ability to work independently and meet demanding deadlines.
Must have impeccable attention to detail and the ability to manage multiple tasks.
Demonstrated ability and efficiency in word processing and Internet research.
Must have excellent problem-solving, multi-tasking, and conflict resolution skills.
Must have knowledge of current office practices, procedures, and record keeping; ability to type with speed and accuracy; knowledge of correct grammatical usage.
Preferred Competencies: (Skills, knowledge, and abilities)
Ability to synthesize information from a variety of sources.
Ability to problem solve with attorneys, students, clients and colleagues.
Experience as a paralegal in a law firm or in-house counsel setting preferred
Extreme attention to detail.
Experience in contract administration.
Extensive knowledge and experience in word processing and Internet research.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 36002
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.