The Executive Office and Administrative Specialist coordinates administrative, client case work, meeting planning, and clinical program support for the Binger Center for New Americans (BCNA) four law clinics: the Immigration and Human Rights, Detainee Rights, Federal Immigration Litigation and Rural immigrant Access Clinics. In addition, the BCNA houses an active immigration Outreach and Education program, adjunct professors, student directors, and student attorneys enrolled in the clinical courses offered. The ability to provide outstanding administrative support, remain professional, and remain calm when processing multiple planned and unforeseen requests is critical in this position.
The position requires bilingual fluency in both Spanish and English.
This position is located in the Law Clinic office at the University of Minnesota Law School, on the west bank of the Minneapolis campus, and reports to the Law Clinic office administrator.
Must be able to work a 40-hour week. Must be able to work Monday – Friday from 8:00 am - 4:30 pm.
The Law School serves a diverse and varied group of internal and external constituents, and the CNA Administrative Specialist will need to work effectively across these communities.
This is a full-time, nonexempt, AFSCME Clerical position.
Center for New Americans Support and Administration (35%)- May include but not limited to:
Contact participants in a program, including but not limited to sending confirmation letters, reminder letters, and reminder calls;
Proofs and formats program materials, may include the creation of program materials;
Prepares and mails materials required for program;
Process invoices and purchasing card charges, keeping organized internal records of program spending and working closely with the BCNA Executive Director and Law Clinic Administrator;
Create program schedules and check lists;
Coordinates the process and tracks center events, media coverage, clinic case-related data and other outcome measures for the interim and annual reports;
Assist in planning meetings and events at the law school.
Gather related data, help in analysis of past and current practices to determine improved administration of Center, may require putting together action memos and recommendation plans for the Center director to review;
Delegate additional responsibilities to student workers as needed.
Administrative Coordinator for assigned clinics, faculty, staff and adjunct professors (30%) - May include but not limited to:
Provides administrative support for 3-5 full-time faculty members, 3-5 adjuncts and Education and Outreach program staff;
Independently complete administrative projects assigned by Center Faculty and Fellows, by planning and developing processes of how best to reach the project objective.
Edits and assembles course manuals for assigned faculty and adjunct taught clinics within the stated timeframes from Copyright Permissions and the Copy Center; and/or uploads materials to TWEN;
Reserves law school courtrooms/classrooms and coordinates Educational Technology as needed;
Creates and manages clinic student files for faculty;
Assembles client interview folders for students;
Sets up and assists with conference calls;
Assists with processing invoices related to assigned clinics
Client-related/law firm administrative support (35%) - May include but not limited to:
Answering the Law Clinic’s main phone line
General Clinic reception duties – greeting visitors and addressing questions
Provide full range of clerical support to Law Clinic faculty and fellows, and assist law students: structure and maintain law clinic legal files; process legal correspondence and legal documents; schedule meetings; assist with brief assembly and mailing as needed; respond to inquiries; make travel arrangements; prepare student expense reports;
Follow and enforce clinic policies and procedures;
Opens, closes, updates and maintains client records and files in Clio and hard file;
Occasionally provides Spanish interpretation and translation for the Clinics
Serves as Notary Public for students, clients, and the law school.
Assists student attorneys, student directors, and clinic faculty with miscellaneous needs;
Processes incoming and/or outgoing mail.
High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
Computer experience required. Knowledge of Microsoft Office to include Word, Excel, Publisher, and PowerPoint.
Excellent oral and written communication skills.
Knowledge and/or demonstrated ability needed to perform administrative, event planning, and clinical program support in a fast-paced, law office work environment.
Ability to translate/speak Spanish - bilingual fluency in both Spanish and English.
Immigration law firm and case management software experience.
Experience working at a law firm, law school, or in a law clinics program.
Demonstrated multicultural skills.
Ability to multitask and act effectively with autonomy.
Ability to be a Notary
Internal Number: 331066
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.