Clinical Administrative Specialist

Profile

Clinical Administrative Specialist

Duties: To coordinate and perform a wide variety of office activities that will increase office efficiency, expedite and support the work of others, and ensure the smooth operation of the office. Provides primary administrative support for the Legal Clinic which includes a Director, 3 full-time staff attorneys (all four are professors as well), one part-time attorney, and student clinicians. Works as an integral member of the staff in the accomplishment of the office workload through sharing of information concerning and knowledge of policies and procedures. Provide primary supportive front desk coverage for the Legal Clinic in conjunction with student work studies. Also shares with office manager the following duties: fielding incoming telephone, in person and email inquiries of prospective clients in accordance with procedures; documents necessary information, triages and refers inquiries as appropriate to student clinicians and/or attorneys; preparing and coordinating routine and case-related correspondence for attorneys which includes the filing of correspondence and pleadings through both U.S. postal mail and electronically. Prepares and submits travel reimbursements, mileage reimbursements, VLS credit card reconciliations (memberships/dues) for processing to the VLS Business Office to ensure that charges are made to the appropriate account and line item. Extreme budget oversight is important with regard to creating, implementing and overseeing several budget accounts and producing spreadsheets documenting all expenses submitted and accounted for. Provide various travel arrangement support (book flights, hotel accommodations, conference reservations, itinerary prep, expense reports, facilitator materials, etc.). Provide grant management support for the several funders that provide financial support. Working with the Office of Institutional Advancement (OIA) the liaison in working through the various grant funding opportunities. Assist with vetting prospective grant funders, edit proposals, and supply budgetary and statistical information to make sure the complete package is reviewed and signed off by the Director and sent back to OIA. Provide grant report support by supplying information on budgets and statistics on a monthly, quarterly, bi-annual, and annual basis in order to meet reporting requirements to ensure consistency in reporting on our work. Draft, edit and finalize grant reports for review by the project attorneys and director before submission to the respective grant funder. This is necessary for both the VLS fiscal year and the Federal Fiscal year timelines. Assists the office manager in working closely with both student clinicians and work studies throughout the year regarding general concerns, questions related to cases and office procedures. Assists with the training of students for both the clinical experience and support to the office. Prepares and coordinates information and meeting materials for the Director and/or staff attorneys, including client communications (phone calls, email, written, etc.), meeting agendas, conference materials, etc. Administers and supports special academic and public service projects and programs for the Clinic including classroom teaching support (compiling course materials, basic research, editing documents, etc.) in preparation twice a year for the clinical teaching program. Coordinates major recurring office activities such as projects associated with the academic program for the Donna Morris simulations and the Rubin Fellowship administration. Maintains file storage area stored in basement of 190 Chelsea. In Particular: tracks, identifies, and administers file maintenance policy for files that have been closed for 7+ years. Includes: correspondence with former clients and culling and destruction of files based on file destruction policy. Updates databases and spreadsheets with client information respectively (e.g. client database of ABACUS, binders and Excel spreadsheets). Remain comprehensively informed regarding rules, regulations and campus issues, disseminating appropriate information as necessary. (I.e. passing information along from VLS staff meetings, Business Office, VLS administration, etc. and sharing appropriate information with the staff with regard to policies and procedures, etc.). In the absence of office manager, opens, reads, and routes both incoming intercampus mail and USPS mail such as first-class, packages, faxes, PDF’s via email and other regular office correspondence; calendaring court and administrative hearings in both the case management software system (ABACUS) as well as the Master Response guide (calendar); print, file (electronically and paper) and organize other court related legal documents sent via email relevant to clients. Assists the office manager with the organization and maintenance of library and library materials. Assists the office manager in communicating with IT to help ensure all Clinic office machines such as computers, copiers, fax machine, software and telephone systems are operational by submitting Kbox help desk tickets, and calls for supplies and/or service as needed. Communicate with B&G to help ensure all Clinic building operations are running as they should; submit Kbox tickets for various requests that require B&G services. Serve as a notary for attorneys, clients, students, staff, various community members, etc. Coordinates with staff of the Clinic to update and maintain the department website pages.

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