Clinical Program Administrative Manager

Clinical Program Administrative Manager

This position supports the goals of the Law School and the Clinical Program by managing the daily administration, support services, human resources, fiscal management, and procurement needs of 9 separate legal clinics and an interdisciplinary center that serve hundreds of clients in the community and over 200 students annually. When appropriate, the position oversees support staff for all the legal clinics; manages the Program facility; manages clinic communications with the public, governing boards, and government officials and plans and/or coordinates Program activities. The position is responsible for creation and modification of policies and procedures, client outreach, community research, donor stewardship, and ensuring client, student and instructor satisfaction with the Program. This position also supports the Puller Veterans Benefits Clinic which includes supporting a bi-monthly legal outreach called Military Mondays, where the employee is responsible for all advertising, applications, and follow-up; all client and provider inquiries to the clinic, as well as application review and presentation to attorneys. There are two additional profit ventures in the clinical program, both of which are supported by this position as well as the online Military & Veterans Health, Policy & Advocacy four-course certificate program that runs quarterly. This position will provide support for students in both programs, from application through curriculum and certificate presentation, including planning and fiscal details.

Required Qualifications:

• Bachelor's Degree or equivalent combination of education, experience, and training.
• Several years of experience with conference planning, online education, and support experience.
• Prior work with confidential matters with diverse constituencies.
• Computer experience, professional experience, and demonstrated skill with data entry and database management and a variety of software programs (especially case management software, Word, Excel and PowerPoint, and Adobe).

Preferred Qualifications:

• Degree in psychology, counseling, or related field.
• Paralegal certificate.
• Bilingual language abilities in English and Spanish.
• Experience in a higher education environment or legal service provider office.
• Significant experience in the fields of education law, elder law, and veterans benefits law.
• Previous education or experience researching grant funding sources and preparing draft proposals.

Conditions of Employment:

• This is a non-exempt position, which may be eligible to receive overtime in accordance with the Fair Labor Standards Act.
• This is a full-time position with some night and weekend responsibilities.

Duties:

50%- Administrative:

• Identifies, recommends and implements changes and additions to the Clinical Program's policies and procedures to ensure efficient, professional day-to-day operations of the legal clinics in support of client service and student educational experience.
• Conducts brief phone interviews with potential legal clients of the Clinics to determine if eligible for free legal services.
• Must be able to react immediately, yet calmly, to crisis situations and quickly build rapport with clients/potential clients who may have varied psychological issues that may need special attention; must demonstrate compassion and understanding for people dealing with potentially life-threatening situations and be able to assess serious issues, such as the potential for suicide.
• Must have knowledge and ability to refer to internal and/or external social support systems; should also be able to maintain professional boundaries and be able to effectively manage high levels of stress.
• Uses conflict management system software, records, updates, and maintains open/closed cases/parties to record case details for future reference, ensuring avoidance of conflicts of interest in future cases and efficacy of data collection for analysis of clinic representation.
• Participates in Law Clinic/Faculty meetings to remain apprised of current issues relative to Law Clinic management and function and provides input as appropriate in planning, problem solving and on-going concerns of the Clinic.
• Applies for Continuing Legal Education certification from State agencies and serves as a Notary Public.
• Directly supports clinical faculty members and law students and manages a listserv with daily activity that is moderated by the Puller Clinic for more than 450 nonprofit legal service providers nationwide, the only one of its kind.
• Coordinate annual Clinical Program Informational Session to be held for rising 1Ls prior to registration in the Spring.
• Assist with scheduling and planning of Clinical Program Events as needed.
• Oversee Clinical Program mailings to include UPS shipments.
• Complete tasks typically handled by clinic students when students are not in session.

15%- Technical:

• Manages physical facility and the proper operation of the Clinical Program's law office equipment; responsible for procurement across all ten clinics; tests potential software applications and utilizes Cascade to update all clinic websites; coordinates with University departments or outside vendors regarding commercial space and equipment needs.
• Manages secure storage of files both online and in hard copy, coordinating with IT regarding secure server permissions.
• Ensures security of data and documents sent between clinics and outside agencies, partnering institutions.

15%- Public Relations:

• Responsible for developing content and layout of the Clinical Program's newsletter, web content, clinic brochures, and marketing material for all clinics and clinic conferences for a variety of constituencies, including potential and current clients and students, instructors, alumni and donors.
• Participates in community outreach efforts and represents Clinical Program at external functions and regional and national conferences as necessary.
• Handles initial media inquiries for the clinics, publicizes events, and sustains professional design and appearance among all office and marketing materials.

10%- Fiscal:

• Responsible for all fiscal management of the clinics, including authorization and preparation of all payments of invoices, special check requests, and expense reimbursements for students and faculty.
• Responsible for billing and payment tracking for online certificate courses.

10%- Supervision:

• Assists in assessing and assuring security of building through development and dissemination of emergency plan; acts as contact person with all departments responsible for services.
• Trains new faculty and law students in clinic procedures and supervises their use of the office; observes and reviews student and client interaction in the clinic facility.
• Maintains client communication/documentation during faculty/staff/student absences; manages client database for the clinics, and controls potential client waitlist.
• Stays current on issues related to cyber security and attorney/medical dissemination and protection of records given their professional responsibilities and suggests procedures to meet those requirements.

Posting Range: $46,500 up to $58,000 commensurate with experience