Office Manager

Profile

Office Manager

Duties: Assist faculty, staff, lawyers and students in the Community-Based Clinic [Clinic] and the Entrepreneurial Practice Center [Center], located at 1300 South Boulevard, by providing administrative, clerical and business support and guidance. Report to the Clinic Director. Provides general administrative assistance and support to Clinic Director and other Clinic faculty. Maintains confidential materials, including client files, litigation files, student records, budget, and requests medical and other records with the appropriate releases from clients. Provides case management support, including organizing, filing, archiving, and other maintenance of both paper-based and electronic data. Provides case management support via computer systems, including ClinicCases. Provides expertise, support, and instruction in Word, Excel, Publisher, SharePoint, ClinicCases, OrgSync, and PowerPoint. Disseminates and tracks time-sensitive material. Assists faculty with presentations; manages and monitors TWEN, D2L, and SharePoint sites; maintains updated class lists; and updates and distributes course materials. Schedules and organizes activities such as meetings, travel arrangements, conferences and department activities. Coordinates and relays information between the Clinic Director, Clinic faculty, and other faculty, staff and students. Assists with the operation of basic office machines, including fax, copier, printers, and postage. Conducts orientation, and office space tours, and provides instruction on law office management systems for new faculty, adjunct faculty, staff, and attorneys. Acts as primary point-of-contact for Information Technology Services, Facilities and Security. Ensures clear communication of information to resolve technology problems and to plan for future needs. Responsible for handling incoming and outgoing mail. Supervises clerical responsibilities of clinic students and staff, including filing, copying, collating, mail distribution, scanning, office equipment operation, data entry, and special projects. Provides instruction on scanning documents and preserving document integrity and confidentiality. Coordinates certification of law students with State Bar to permit them to work on cases. Manages daily operations of the Clinic and Center. Maintains inventory of all office supplies. Orders supplies in accordance with financial policies. Generates and maintains management reports and spreadsheets. Develops and initiates procedures for office activities, such as filing, records maintenance, word processing, faxing, and mail distribution to improve efficiency and effectiveness of operations. Maintains office files for easy retrieval of information and for archival preservation of decisions, policies, and client matters (computer, hard copy, scanned documents). Oversees and monitors day-to-day Clinic and Center accounting functions. Reviews and submits invoices. Assists in development and maintenance of budgets. Assists in preparing statistical reports as assigned. Administers database updates and support. Supervises work-study students and graduate Fellows. Welcomes guests. Answers phone and directs calls to appropriate parties, including referring members of the public seeking free legal services to local Pro Bono Programs and Lawyer Referral Services. Works with faculty to further the marketing and public relations goals of the Clinic and Center through design, development and distribution of brochures, flyers, and marketing media. Plans and executes special events. Manages and cleans on-site lunch room for faculty and staff.

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