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30927BR

Job Title:

Administrative Associate

Department:

Law School

Primary Campus:

University of Kansas Lawrence Campus

Job Description:

Office Management: (30%)

+ Perform case support, including the screening of potential clients and request of initial client information over phone.

+ Communicate professionally with court personnel and outside stakeholders using properly formatted written correspondence and email communications.

+ Format and proofread legal documents as directed.

+ Manage office calendars in accordance with legal ethical requirements.

+ File documents with municipal, state, and federal courts and administrative boards using electronic filing systems or paper filing when required.

+ Communicate with court clerks and administrative personnel regarding case appointments, dockets, and scheduling.

+ Maintain updated knowledge of filing systems and rules through collaboration with attorneys.

+ Maintain front office presence to communicate professionally in person and over the phone.

+ Provide appropriate referral and resource information with clients the clinic cannot serve.

+ Maintain community resource and referral network information for visitors and law students to use when connecting clients with outside agencies.

+ Supervise student workers who may provide front desk support at times.

Specialized Administrative Support: (35%)

+ Administer, adapt, and maintain the clinic’s use of the Clio case management system. Perform case initiation tasks, including sending and receiving applications for services or court appointment documents; performing conflict checks; entering client, witness, and other party information into a database; creating physical and digital client files; uploading intake information; obtaining records and discovery and uploading the same into the system; and securing all necessary information from prospective clients and outside parties (courts, outside lawyers) for entry into Clio.

+ Maintain the integrity of Clio, the client files, and the office calendar for deadlines and docketing of cases.

+ Use Clio to track all billing and prepare invoices and generate reports for federal and state contracts, grant applications and reports for other outside stakeholders.

+ Attend Clio online training sessions and participate in improving and updating electronic case management processes as new features are released. Create or change custom fields within Clio, as necessary.

+ Position may participate in the preparation of financial materials and reports for grant applications. Position may also assist in maintaining bank accounts, including operational accounts, client trust accounts, and other accounts as necessary, and maintain ethical and professional standards in record-keeping for client monies held by the clinic.

Assist Director and Attorneys: (15%)

+ Assist the Director and supervising attorneys by coordinating with attorneys and student interns, including tracking student time, preparing reports, participating in staff meetings, and working with the client files within Clio.

+ Assist with managing workflow and litigation.

Assist with Supervision of Office Procedures: (10%)

+ Assist with supervision of student interns by teaching office procedures, proper use of Clio, and maintenance of electric and paper client files.

+ Prepare and maintain classroom materials, office manuals, and Canvas educational site.

+ Coordinate with IT for updates and repairs to phones, computers, and copier system as needed.

+ Assist with intern application, 715 license application preparation, and enrollment.

Public Relations: (10%)

+ Serve as a point of contact for VLSC inquiries, handling incoming and outgoing correspondence, overseeing reception and phone activities and screening and reviewing calls and inquiries from clients and the public and routing as appropriate.

+ Forward applications to potential clients.

+ Schedule appointments and manage office calendars.

+ Maintain supply inventories and perform other duties as assigned.

Req ID** **(Ex: 10567BR)** **:

30927BR

Disclaimer:

The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.

Work Schedule:

M-F; 8am-5pm

FLSA Status:

Nonexempt

Conditions of Employment:

Contingent on Funding, Limited Term

Contact Information to Applicants:

Jeff Shull, Director

[email protected]

785-864-2871

Required Qualifications:

1. High School diploma or GED equivalency.

2. Two years of office experience or two years of post-secondary.

Employee Class:

U-Unclassified Professional Staff

Advertised Salary Range:

Minimum starting $42,000

FTE:

1.0

Preferred Qualifications:

1. Prior work experience as a paralegal or in the field of litigation support.

2. Proficiency with Clio legal practice management software, as evidenced by application materials.

2. Previous work experience that required organization, time management, and written communication skills.

3. Previous work experience that required interpersonal skills and the ability to work effectively as part of a team.

4. Ability to proofread and format legal documents for filing in district and appellate courts, as evidenced by application materials.

5. Excellent computer skills, and proficiency working with cloud-based databases, Microsoft Word, Excel, and Access, as evidenced by application materials.

Position Overview:

This position is responsible for overseeing the administrative operations for the Veteran Legal Support Clinic (VLSC). The position is a benefits eligible, 12-month unclassified professional staff position. The position is grant funded for an initial period of three years.

Reg/Temp:

Regular

Application Review Begins:

23-Jul-2025

Anticipated Start Date:

04-Aug-2025

Additional Candidate Instruction:

A completed online application consists of:

1. A cover letter explaining your interest in the position and self-assessing your skills as they relate to the required and preferred qualifications.

2. Resume.

3. A list of three professional references.

Review of applications will begin on July 23, 2025, and continue until a pool of qualified applicants is identified. To ensure priority consideration, apply by the review date.

Job Family:

Administrative Support-KUL

Work Location Assignment:

On-Site