The Center Coordinator assists clinic leadership in the management, coordination, maintenance, operation, and supervision of all activities of the Center for Legal and Social Justice (CLSJ); management of grant, financial, and budget matters; and coordination with other University departments including facilities, maintenance, housekeeping, IT, communications, law school administration, campus police, and others.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Provides comprehensive administrative support in daily activities for the school, department chairs, faculty, and staff. Maintains email distribution lists and shared calendars; manages/tracks invoice payments, purchasing of office supplies, conference/ travel arrangements and expense reimbursements; answers telephones, manages mail, makes copies, files, and maintains general office supply inventory.
- Creates, facilitates approval of, and manages electronic records of time/activity logs for grant-funded personnel.
- Maintains the office budget, monitors expenditures of all department accounts, processes/verifies invoices, manages expense reimbursements, and oversees procurement of office supplies. Processes budget actions for check and cash requests, purchase orders, fixed asset inventories, deposits, reimbursements, travel authorizations; creates and prepares forms as needed.
- Manages, reconciles, and reports on trust accounts to include recording payments made by clients and bank deposits to trust account; Verifies balance on client's trust account prior to the approval of any check written on the trust account, and prior to closing the case. Notifies the appropriate faculty of any client's trust account balance that has remained dormant for longer than three months.
- Assists in preparing grant applications; monthly, quarterly, yearly and other financial reports to grantors; and material for grant-related audits and site visits.
- Assists in preparing annual professional liability insurance application, including compiling case and
- personnel data.
- Plans, arranges, and executes event logistics, including securing venues, managing virtual resources, distributing materials, coordinating catering, and ensuring all event plans are executed seamlessly.
- Plans, arranges and secures resources and logistical details of events or meetings by securing room(s), virtual resources and managing digital requirements.
- Collects and prepares information for meetings with staff and outside parties; prepares agendas and meeting materials, and distributes meeting packets. Attends meetings and takes notes and transcribes minutes.
- Manages the maintenance and housekeeping of the building including maintenance and protection of CLSJ equipment and furniture.
- Manages building access and security system, including adding and removing personnel users.
- Maintains updated versions of all administrative forms and policies; Prepares and processes a wide variety of documents and materials for documentation and or disseminating information to the appropriate parties;
- Assists with clinic student application and enrollment, student access to case management system, clinic
- student email accounts, student rosters, and related tasks. Maintains list of clinic student graduates.
- May open and close cases, monitors opening and closing forms for accurate completion, and resolves
- corrections.
- Provides notary services.
- Coordinates onboarding and assists in training of student workers and volunteers. Serves as a point of contact project person and takes on non-routine projects that generally require coordinating between various offices.
- Performs other duties as assigned.
QUALIFICATIONS:
- Associate's Degree from an accredited college or university or 24 hours of completed college coursework is ideal. Bachelor's degree preferred.
- Minimum of two years of administrative support experience preferred; experience in a law-related setting preferred. Experience with QuickBooks or similar accounting software is preferred.
- Bilingual preferred (English/Spanish with the ability to understand and to make oneself understood to Spanish speaking individuals).
- Must clear and maintain a favorable background investigation and clearance
- Must have valid driver's license, motor vehicle liability insurance, and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basis
- Must not be a "relative" including a former or current spouse, child, parent, sibling, grandparent, grandchild, aunt, uncle, first cousin, nephew, niece, in-law, step relative, domestic partner (persons whose lives are interdependent and who share a common residence), or domestic partner's daughter or son of a member of the University Board of Trustees, CLSJ Executive positions, University or Law School Finance Executive positions, University Human Resources Executive positions or comparable positions within the University with different working titles yet performing substantially similar functions
- Must have the ability to demonstrate intermediate to advanced level skills in MS Office (Word, Excel, Teams, Outlook and PowerPoint) and ability to utilize virtual platforms such as Zoom and case management software;
- Must be able to work some nights and weekends, travel, and attend special events, as needed.
- Must have excellent verbal and written communication skills; strong public relations and customer service skills, with an ability to implement diplomacy and discretion at all times; and ability to work effectively with communities across the university.
- Must have high ethical standards and a strong sense of confidentiality and the ability to prioritize and manage multiple deadlines, thrive in a complex work environment, display solid problem solving and interpersonal skills, and work well independently and as part of a team.
- Must have ability to demonstrate attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines.
- Demonstrated ability to work with grants or budgets and bank account reconciliation.
- Demonstrated sensitivity towards indigent clients and a commitment to working with low-income groups.
- Demonstrated ability to work in a law office setting with a diverse group of faculty, staff, and students
PHYSICAL DEMANDS:
- Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
- While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.
- Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
- Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
- Constantly operates a computer and other office productivity machinery.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer.
