Stanford Law School seeks a full-time Legal Administrative Assistant to support the work of the clinics within the Mills Legal Clinic (MLC). The mission of all of the clinics within MLC is to provide law students with the practical experience of working with real clients and communities on real cases under the supervision of clinical faculty while offering superb pro bono representation to underserved individuals, communities and nonprofit organizations.
PURPOSE
The Legal Administrative Assistant will have substantial administrative responsibilities in a fast-paced and dynamic work environment involving competing priorities and deadlines. The Legal Assistant will provide overall administrative support to our Mills Legal Clinic attorneys and numerous law students who represent the clinics’ clients. Candidates should have proven excellent time management and interpersonal skills, as well as exercise strong attention to detail. The Legal Assistant will contribute to the dual teaching and service missions of the MLC and will become part of the thriving clinical community at Stanford Law School. In this role you will assist the Paralegal of your particular legal clinic pod with litigation responsibilities including the preparation and collation of documents for filings, proofreading legal documents, research, calendar management and maintaining client files.
ESSENTIAL JOB RESPONSIBILITIES
- Provide a full range of legal administrative support to assigned clinics – including processing forms, copying and printing documents, processing expert or clinic expenditures, and preparing and distributing teaching materials, including on the university’s online course-management system (Canvas)
- Help the Paralegal to manage the clinics’ litigation calendars, as well as coordinate and manage attorney schedules and activities, including all logistics
- Perform administrative duties associated with taking on new clients for representation, including assisting with legal intakes and the creation of hard and electronic files, and other office systems
- Maintain clinic’s web presence and program outreach on the MLC web page, in quarterly newsletters or via other web and social media sites
- Preparation and formatting of legal correspondence, including cover letters to opposing counsel and courts, requests for court records, etc.
- Coordinate travel arrangements for attorneys, students and guest speakers
- Assist in supporting and providing guidance to law student involvement in office procedures, including use of fax, copiers, and other office equipment
- Help set up client files and index for quick reference, close completed cases, and help to notify parties and prepare for storage
- Help to manage client/case information in case management database
- Screen, prioritize and route legal mail received by clients. Triage phone calls, emails and fax transmissions, processing and distributing time-sensitive communication effectively
- Complete requests for contract services, communicate with vendors to arrange services, and assist vendors in securing compensation for services.
- Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
- Prioritize and juggle multiple projects simultaneously and independently, often under pressure and in a fast-paced environment
- Plan and organize clinic-specific and/or departmental events and activities
- Participate in MLC teambuilding, projects and meetings
- Assist with other projects as needed including administrative tasks for the larger clinical program
MINIMUM EDUCATION & EXPERIENCE
Associate's degree and at least three years of relevant professional experience or combination of education and relevant experience. Bachelor's degree and paralegal experience strongly preferred. Significant prior experience in a law office or legal non-profit environment is a plus.
QUALIFICATIONS
- Strong organizational skills and attention to detail
- Proven ability to independently exercise sound judgment, maintain confidentiality, take initiative, and be flexible and professional at all times
- Ability to multitask effectively
- Proficiency in computer applications and a good understanding of databases (systems used: Word, PowerPoint, Excel, Best Authority, Google Mail, Skype, Westlaw/Lexis, Clio)
- Excellent written and oral communication skills
- Proactive work style and history of collaborative teamwork
- Ability to work well with Stanford colleagues, Mills Legal Clinic clients and with external organizations.
PREFERRED REQUIREMENTS/EXPERIENCE
- Legal administrative experience with proven ability to perform in a fast-paced law office environment working with multiple supervisors, and interacting well with a variety of personalities
- Ability to prioritize, problem solve and efficiently manage time to meet deadlines
- Strong proofreading and writing skills
- Commitment to public service strongly preferred
HOW TO APPLY
Does your experience differ, but you know that you could do an outstanding job in this role? We want to hear from you! Applicants must:
Submit a resume and cover letter via the Stanford Careers website (reference job number: 104999)
Applications should be submitted as soon as possible and will be considered on a rolling basis.
