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Job Details

Senior Administrative Assistant 2 Law School

Company name
Yale University .

Location
New Haven, CT, United States

Employment Type
Full-Time

Industry
Bilingual, Administrative

Posted on
Dec 31,2018

Valid Through
Apr 15,2019

Profile

Position Focus:

Provide litigation and non-litigation support to clinics in the Legal Services Organization (LSO), a hybrid educational, legal services office at Yale Law School consisting of approximately 10 legal clinics and staffed by over 150 law students who are supervised by faculty practitioners. Establish, organize, and maintain client/lawsuit files in both physical and electronic form. Develop, maintain, and implement systems to support student and faculty work in the clinic. Provide research, writing and editing support for multiple legal clinic projects. Utilize and navigate online legal research tools such as Lexis, Westlaw and other available media to identify and gather relevant information. Provide research, writing, and editorial support. Develop and deploy web content for external and internal websites and major social networking channels.

1. Researches, recommends and implements systems for the administration of complex, multiple legal clinic programs that provide legal services and legal education, involving faculty, students, staff, contact with clients, and interaction with other legal service agencies and non-profit organizations. 2. Provides a high level of administrative support to Yale Law School faculty. This includes written correspondence, editing and proofreading, assembling and posting course materials, ordering books and office supplies, printing of materials and other related tasks. 3. Files correspondence and legal documents in office filing system and ensures proper indexing and filing of original legal documents. 4. Researches and analyzes law resources such as statutes, recorded judicial decisions, legal articles support for multiple legal clinic projects. 5. Investigates facts and law of case to determine causes of action and to prepare case accordingly. 6. Prepares legal documents such as briefs, pleadings, appeals, contracts for LSO. 7. Prepares affidavits of documents and maintains document file. 8. Performs other clerical duties such as scheduling appointments, providing information to callers, composing and typing routine correspondence, and reading and routing incoming mail, makes travel arrangements and processing expense reports and reimbursements. 9. Maintains budgets and financial accounts related to LSO clinics. 10. Provides a high level of technical support to Legal Services Organization (LSO) clinics, including initiatives relating to social media, and complex client management software. 11. Develops and maintains web-based content and resources for LSO clinics. 12. May perform other duties as assigned.

Assists in preparation of legal documents such as affidavits, briefs, pleadings, appeals, and contracts. Maintains electronic and physical files and ensures proper indexing and filing of original legal documents.

Researches and analyzes law resources such as statutes, recorded-judicial-decisions, legal articles support for multiple legal clinic projects.

Researches and recommends systems for the administration of complex, multiple legal clinic programs that provide legal services and legal education, involving faculty, students, staff, contact with clients, and interaction with other legal service agencies and non-profit organizations.

Provides a high level of technical support to LSO clinics, including initiatives relating to social media, and complex client management software.

Develops and maintains web-based content and resources for LSO clinics.

Maintains budgets related to LSO clinics.

Performs other clerical duties such as scheduling appointments, providing information to callers, composing and typing routine correspondence, and reading and routing incoming mail, making travel arrangements and processing expense reports.

Essential Duties

Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned.

Required Education and Experience

Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.

Required Skill/Ability 1:

Excellent writing and editing skills. Strong organizational skills. Proven ability to prioritize and function efficiently in a fast-paced environment. Ability to assist in preparation of legal documents such as affidavits, briefs, pleadings, appeals, and contracts.

Required Skill/Ability 2:

Excellent interpersonal and communication skills. Strong customer service skills. Demonstrated ability to research and analyze law resources such as statutes, recorded-judicial-decisions, legal articles, and provide support for multiple legal clinic projects.

Required Skill/Ability 3:

Ability to use new software programs. Intermediate proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint and Outlook. Ability to provide technical support to Legal Services Organization (LSO) clinics, including initiatives relating to social media, and complex client management software.

Required Skill/Ability 4:

Familiarity with social media resources. Proven ability to think relatively and expansively about investigating and deploying new technologies. Strong technological skills, including ability to develop and maintain web-based content and resources.

Required Skill/Ability 5:

Proven initiative and ability to follow through and work both independently and as part of a team. Excellent record of attendance. Bilingual in Spanish and English. Ability to work scheduled hours (8:30- 5:00).

Preferred Education, Experience and Skills:

Paralegal Certificate or comparable legal experience strongly preferred.

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

Affirmative Action Statement:

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: ocr.boston@ed.gov.

Original Posting Date: 17-Dec-2018

Supervisory Organization: Law School - Experiential Education

Posting Position Title: Senior Administrative Assistant 2 Law School

Bargaining Unit: L34 - Local 34 (Yale Union Group)

Time Type: Full time

Duration Type: Regular

Compensation Grade: Labor Grade E

Work Location: Central Campus

Worksite Address: 127 Wall Street New Haven, CT 06511

Work Week: Standard (M-F equal number of hours per day)

Total # of hours to be worked: 37.5

Work Days/Hours (Other than Standard): Hours are 8:30 – 5:00.

Drug Screen: No

Health Screening: No

Note: Yale University is a tobacco-free campus

Company info

Yale University .
Website : http://www.yale.edu

Company Profile
Yale University comprises three major academic components: Yale College (the undergraduate program), the Graduate School of Arts and Sciences, and the professional schools. In addition, Yale encompasses a wide array of centers and programs, libraries, museums, and administrative support offices. Approximately 11,250 students attend Yale.