Coord Earl Carl Institute Law School (Eci)

Under general supervision develops and coordinates activities relative to the administrative and business operations of the department of the Earl Carl Institute for Legal & Social Policy at the Thurgood Marshall School of Law.

Essential Duties Summary

• Coordinates the daily operations of the Earl Carl Institute including; disseminating, responding to and filing electronic and paper correspondence as well as telephone contacts with potential internal and external constituents, and utilizing case management system to determine status of client applications and cases and to assist with compiling data for grant compliance reports.

• Supports administrative needs of the department of 15 - 20 staff.

• Coordinates, when activated, the student interview process which may include student file review, telephone interviews, application of eligibility criteria for remote or campus interview, and documentation of interviews conducted by the ECI selection committee.

• Prepares operations-related reports for internal use and external reviewers.

• Serves as point of contact for the assigned area and answers routine and complex questions concerning department activities and operations. Screens and directs telephone calls and visitors to appropriate person(s). Assists with the coordination and tracking of pending assignments, requests for information from internal and external contacts, and scheduling of appointments. May independently troubleshoot and resolve complex issues related to a diverse customer base, as appropriate.

• Serves as a Customer Service Representative for potential applicants, clients, students, and clients of the Institute.

• Responsible for coordinating and arranging meetings, luncheons, seminars, conferences, and travel plans. Prepares travel and expense documentation, meeting agendas, marketing materials, and reserves rooms and facilities, makes arrangements for food services, prepares, and distributes meeting minutes when required.

• Processes contract staff and direct vendor payments, including entries into financial software and preparing checks. Maintain and update cloud-based financial records and budgeting spreadsheets for several projects. Prepare department records for yearly audit.

• Establishes, organizes, and maintains electronic and manual file system. Files correspondence, materials, and other records for future reference according to established file retention schedule and procedures. Follows procedures for systematic retention, protection, retrieval, transfer, and disposal of files and records according to established file retention schedule and procedures.

• May take notes during research or legal meetings (faculty/staff/students), maintain law office management software and electronic databases, including financial software of the department.

• Works with the Law School Dean, the ECI Executive Director and the Associate Director for special projects to process donations and assist with creating a donor cultivation plan and maintaining up to date and accurate donor information in the donor software systems.

• Performs other job-related duties as assigned.

% FTE

1.0

Hiring Range Commensurate with experience Education

High School diploma or G.E.D.

Preferred:

Bachelor's degree

Required Licensing/Certification

Valid Texas Driver's License preferred.

Knowledge, Skills, and Abilities

Knowledge of:

• Policies, procedures, and practices.

• Banner, ACES2, and other job-related software systems.

• Microsoft Office Professional or similar applications.

• Knowledge of financial software a plus. Ability to use social media preferred.

Skill in:

• Verbal and written communication

• Effective customer service

• Multi-task and time management

• Strong organizational skills

• Detail-oriented

• Problem-solving and decision-making.

• Proper grammar for both verbal and written communication.

Ability to:

• Prepare detailed reports.

• Create advanced charts and spreadsheets.

• Work independently.

• Communicate effectively.

Work Experience

One (1) to three (3) years of specialized or technical training experience in nonprofit, higher education.

Preferred:

Experience in legal operations, preferably law school-related clinical, research or policy operations.

Knowledge of or experience working with ACES2, Raiser's Edge NXT and Banner is also preferred.

Working/Environmental Conditions

• Limited standing and/or walking.

• Handling light weight objects.

• Using or carrying equipment.

• Stoop, bend or lift.

Desired start date Position End Date (if temporary)