The Legal Administrative Assistant is part of the Legal Clinic in the Law School at Vanderbilt University and is a key individual contributor responsible for provision of legal secretarial support to the Vanderbilt Legal Clinic faculty and students, including assisting students with legal formatting and filing procedures, legal research, scheduling meetings and hearing, and preparation of subpoenas and other legal documentation as requested.
This unit operates eight legal clinics , externships, and other clinical legal education opportunities that allow students to learn both the theory and practice of law in context. Clinic students gain real-world legal experience by assuming the role of the lawyer under the expert guidance of members of the law faculty, allowing them to hone their legal skills and delve into particular areas of law. They work with actual clients and on real cases, gaining an understanding of the legal system and its participants and an appreciation of issues of professional responsibility.
Duties and Responsibilities
Provide general administrative support for Legal Clinic office.
Handle in-person guest requests.
Receive and distribute mail, answer phones, take accurate messages, direct inquiries, screen callers and refer to appropriate agencies.
Prepare and send certified mail to clients, local agencies, and others.
Be knowledgeable of client in-take guidelines and local agencies with which the Clinic networks.
Handle and assist in maintaining confidential client records and files, including opening, closing, and upload of electronic scans for client files on shared drives and Clio.
Maintain client database, student attorney time-keeping records, and general reports for faculty.
Assist in checking, ordering, distributing, and restocking supplies for the office and various clinics.
Coordinate food orders for various events including clinic bootcamp, in-class presentation days, etc.
Maintain clinic library.
Perform notary public services.
Schedule meetings as necessary.
Provide administrative support for clinical education courses, including the Criminal Practice clinic, Stanton Foundation First Amendment clinic, Housing Law clinic, Immigration Practice clinic, Intellectual Property and the Arts clinic, International Law Practice clinic, Turner Family Community Enterprise clinic, and Youth Opportunity clinic.
Assist nine (9) clinical faculty members and 50-60 students per semester in preparation of legal documents, court forms, correspondence, manuscripts and class materials.
Assist with class materials and preparation (ordering textbooks, preparing classpaks, creating seating charts, maintaining class materials on Brightspace etc.)
Assist with class set-up, send correspondence related to courses, track attendance.
Assist with preparation and filing of documents such as motions, orders, pleadings, contracts, and leases.
Assist with drafting charters, bylaws, and other administrative documents such as guidebooks.
Assist students with hearing preparation, attend remote hearings and take summary notes, write and distribute summary following hearings.
Coordinate guest speakers, guest judges, and jurors including set-up and coordination of travel arrangements, designated parking spaces.
Review, proofread, edit, and format materials before distribution or publication.
Perform research, compile data/laws/regulations, and edit/proofread articles written by professors.
Other duties as assigned.
This position does not have supervisory responsibility and reports administratively and functionally to the Legal Clinic Manager.
A high school diploma or GED is necessary.
A Bachelor's degree is preferred.
A minimum of 2 years of experience in the legal field, a law firm, or relevant industry is necessary.
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Vanderbilt University has made the safety of our students, faculty and staff, and our surrounding communities a top priority. As part of that commitment, the University recently announced that students, faculty, and staff, are required to be vaccinated against COVID. As a prospective and/or a new employee at Vanderbilt, you will be required to comply with the University's vaccination protocol. Effective, August 1, 2021, proof of full vaccination or an approved accommodation will be required before the start of employment in order to work at Vanderbilt University.
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.