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 is responsible for the day-to-day operation and coordination in the Northwestern Pritzker School of Law’s Bluhm Legal Clinic and will interact with various clients, outside community agencies and will assist with coordinated court filings. This position creates and maintains associated documents, administrative functions associated with education and grant related financial activities, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.
Northwestern Pritzker Law prides itself on its active and diverse community, which brings together a passionate and talented group of students, staff, and faculty. The Law School endeavors to take principled action towards ensuring that we live up to our responsibility—and our institutional values—to create a diverse, equitable, and inclusive community for all constituents. Law School leadership commits to working tirelessly to ensure every member feels valued, all students can study and train to be successful in their careers, all staff members can develop personally and professionally, and where our faculty can both teach and support our students and produce top quality research and scholarship.
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).
Perform legal and factual research – reviewing case facts, identifying relevant laws and summarizing legal documents.
Obtain and scan records on appeal; prepare necessary paperwork for court reporters and courts for fee reimbursement.
Communicates with faculty, clients, and other relevant parties on active matters as necessary for case related matters.
Collect and monitor attorney feedback and other evaluations for clinic classes.
Maintain course management system for assigned attorneys.
Update course packs for clinic classes.
Process requests for rooms, equipment, and food/beverage.
Maintain calendar of events and appointment schedules and calendars for supervising attorneys.
Create and maintains financial records for Center operations and grant related expenses.
Verify appropriateness and accuracy of charges.
Process and reconcile expenses, accounting transfers, and/or appropriation changes.
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.
Purchase books and other supplies as needed.
Manage registration and travel.
Organize and coordinates events that may include creating timelines.
Collect agenda items and background materials.
Coordinate complex itineraries involving domestic and/or international travel, etc.
Verify invoices and expense reports; and/or reconciles to budget.
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, translations, 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.
Process client conflict check and other intake forms for Clinic centers.
Maintain meticulous client records (hardcopy and electronic version of all files).
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.
Comprehensive knowledge of litigation guidelines (ie local, federal and state court rules) and necessary filing procedures; both manually and electronically (e-filing)
Manage and maintain client files of assigned attorneys. Keep client files orderly.
Independently respond to and compose correspondence.
Responsible for properly filing documents within court requirements and maintaining accurate records for client filing deliveries.
Occasionally deliver and pick up items from various businesses, including but not limited to clients, opposing counsels, co-defendants, experts, etc.
Obtains copies of pleadings and docket reports at courthouses and government agencies.
Cover lunches and breaks in the reception area as needed. Provide professional and helpful customer service.
Performs other duties as assigned.
A high school diploma or equivalent required.
4 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Demonstrated strong verbal, written and interpersonal communication skills and ability to communicate in a professional manner to develop rapport with clients.
Ability to exhibit meticulous attention to detail and handle confidential information.
Thorough knowledge of Microsoft Office platform; specifically MS Word, PowerPoint, Excel, SharePoint, Adobe or similar database systems.
Must be able to work independently; as well as in a team setting.
Ability to prioritize, multi-task projects and meet deadlines.
Demonstrated knowledge of court e-Filings and associated practices and procedures with various jurisdictions.
Ability to use Westlaw and LexisNexis.
Ability to exercise good judgment and discretion.
Ability to work independently under attorney’s supervision.
Possess basic IT trouble shooting skills.
Possess basic accounting and financial reporting skills.
Experience working in an academic environment.
Experience working in a legal environment of 3 years or more.
Experience as a paralegal in a law firm or in-house counsel setting preferred.
Experience in contract administration.
Preferred Competencies: (Skills, knowledge, and abilities)
Strong skills with legal writing, creation of table of authorities and table of contents in MS Word.
Ability to synthesize information from a variety of sources.
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.
Demonstrated ability and efficiency in word processing and Internet research.
Ability to maintain a professional demeanor and rapport with attorneys, faculty, staff, students, clients, and guests.
Must be very organized and able to communicate information clearly, accurately, and concisely, both written and verbal, with a diverse group of individuals.
Ability to work independently and meet demanding deadlines.
Knowledge of Illinois court systems and their filing procedures and processes.
Internal Number: 40821
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.