Legal Assistant 2 - Law School

Department: Law Legal Clinic

Salary/Grade: NEX/11

Job Summary

The Legal Assistant 2 will assist faculty with preparation and court filing of various applications and legal documents for government agencies. This position is responsible for the day-to-day operation and coordination of the Northwestern Pritzker School of Law’s Bluhm Legal Clinic and will interact with a variety of international agencies and outside community service organizations; conduct legal and other research, coordinate administrative processes, and prioritize, direct, and respond to business matters involving administrative functions associated with education and grant related financial activities. This position also assists with coordinating court filings, client databases, meetings, special events, etc. and alerts supervisor of critical issues.

This position would primarily support the Center for International Human Rights as well as the LGBTQI+ center.

Northwestern Pritzker Law prides itself on its active and diverse community, which brings together a passionate and talented group of students, staff, and faculty. The Law School endeavors to take principled action towards ensuring that we live up to our responsibility—and our institutional values—to create a diverse, equitable, and inclusive community for all constituents. Law School leadership commits to working tirelessly to ensure every member feels valued, all students can study and train to be successful in their careers, all staff members can develop personally and professionally, and where our faculty can both teach and support our students and produce top quality research and scholarship.

Target hiring range for this position will be between $19.31 to $24.86 per hour. Offered salary will be determined by the applicant’s education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data .

Specific Responsibilities

Faculty Support

• Prepare and edit legal documents, correspondence, scholarly articles, and confidential reports.
• Draft routine motions; arrange for filing and service; format briefs (including pagination, table of authorities, cite checking, appendices).
• Prepare and maintain accurate account of meeting minutes.
• Obtain and scan records on appeal; prepare necessary paperwork for court reporters and courts for fee reimbursement.
• Collect and monitor attorney feedback and other evaluations for clinic classes.
• Maintain course management system for assigned attorneys.
• Update course packs for clinic classes.
• Schedule meetings and maintain Faculty calendars with the ability to independently decide scheduling based upon priorities.
• Maintain and manage faculty calendars; discern appropriate action and prioritizations of events.
• Communicates with faculty, clients and other relevant parties on active matters as necessary for case related matters.
  
  

Accounting

• Create and maintain financial records for Center operations and grant related expenses.
• Verify appropriateness and accuracy of charges.
• Process and reconcile expenses, accounting transfers, and/or appropriation changes for domestic and international business.
• Update financial transaction spreadsheets and databases.
• Generate summary reports and statistics.
• Prepare and process all travel and other expense reimbursements for faculty, fellows and students including foreign and domestic travel.
• Purchase books and other supplies as needed.
  
  

Student Support

• Assist students with their client casework that includes training and advising new students each semester on creating and preparing legal documents (e.g. briefs, exhibits, discovery materials, notices, certificates of service, tables of authority, affidavits, researching/understanding court rules, etc.).
• Provide students with administrative support in preparing correspondence, mailings, court filings, prison visits, and legal phone calls.
• Assist students in making equipment reservations, room reservations, travel reservations, and car rental reservations.
• Provide students with limited IT support, translation services when appropriate, and serve as intermediary in communications between the faculty and students for all course and client related matters.
• Collect work from students and integrate it with that of their supervising attorney(s). This includes reconciling various document versions from multiple students, faculty members and external co-counsel.
  
  

Coordination

• Coordinate travel arrangements (domestic and international) and prepare itineraries with the ability to anticipate travel obstacles.
• Manage event planning to include all Clinic and Center celebrations, events and various meetings.
• Organize and coordinate events; both onsite and off-site that may include creating timelines.
• Collect agenda items and background materials.
• Verify invoices and expense reports; and/or reconciles to budget.
  
  

Records Management

• Process client conflict check and other intake forms for Clinic centers.
• Maintain meticulous client records (hardcopy and electronic version of all files).
• Data entry of all new and closing client case file information into the case management system, and produce monthly reports for the Legal Practice Administrator.
• Comprehensive knowledge of litigation guidelines (ie local, federal and state court rules) and necessary filing procedures; both manually and electronically (e-filing)
• Manage and maintain client files of assigned attorneys. Keep client files orderly.
• Independently respond to and compose correspondence.
• Responsible for properly filing documents within court requirements and maintaining accurate records for client filing deliveries.
• Occasionally deliver and pick up items from various businesses, including but not limited to clients, opposing counsels, co-defendants, experts, etc.
• Obtains copies of pleadings and docket reports at courthouses and government agencies.
  
  

Other

• Cover lunches and breaks in the reception area as needed. Provide professional and helpful customer service.
• Provide bi-lingual interpreting and translation services in Spanish for clients and inquiries.
  
  

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications

• Successful completion of a full 4-year course of study in an accredited college or university.
• 4 years of administrative support or other relevant experience required.
• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
• Bilingual (Fluent in Spanish reading, writing and translation)
  
  

Minimum Competencies: (Skills, knowledge, and abilities.)

• Demonstrated strong verbal, written and interpersonal communication skills and ability to communicate in a professional manner to develop rapport with clients.
• Ability to exhibit meticulous attention to detail and handle confidential information.
• Thorough knowledge of Microsoft Office platform; specifically MS Word, PowerPoint, Excel, SharePoint, Adobe or similar database systems.
• Fluent in Spanish (written, translation and spoken).
• Must be able to work independently; as well as in a team setting.
• Maintain a realistic balance among multiple priorities and meet deadlines.
• Demonstrated knowledge of court e-Filings and associated procedures with various jurisdictions.
• Ability to use Westlaw and LexisNexis.
• Ability to exercise good judgment and discretion.
• Ability to work independently under attorney’s supervision.
• Possess basic IT trouble shooting skills.
• Possess basic accounting and financial reporting skills.
  
  

Preferred Qualifications

• Bachelor’s degree.
• Experience working in an academic environment.
• Experience working in a legal environment for a minimum of 3 years or more.
• Experience as a paralegal in a law firm or in-house counsel setting preferred.
• Experience in contract administration.
  
  

Preferred Competencies: (Skills, knowledge, and abilities)

• Strong skills with legal writing, creation of table of authorities and table of contents in MS Word.
• Ability to synthesize information from a variety of sources.
• Must have excellent problem-solving, multi-tasking, and conflict resolution skills.
• Must have knowledge of current office practices, procedures, and record keeping; ability to type with speed and accuracy; knowledge of correct grammatical usage.
• Demonstrated ability and efficiency in word processing and Internet research.
• Ability to maintain a professional demeanor and rapport with attorneys, faculty, staff, students, clients, and guests.
• Must be very organized and able to communicate information clearly, accurately, and concisely, both written and verbal, with a diverse group of individuals.
• Ability to work independently and meet demanding deadlines.
  
  

Benefits

At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life And Wellness

Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, and adopt and maintain healthy lifestyles.

We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development

Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more .

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.