Legal Assistant

Pennsylvania, United States
08 May 2019
End of advertisement period
08 Jul 2019
Academic Discipline
Social Sciences, Law
Contract Type
Fixed Term
Full Time

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Penn Law is one of the nation’s oldest and most distinguished law schools. We offer a distinctive cross-disciplinary legal education, drawing on the depth and breadth of the University of Pennsylvania. The resulting intellectual opportunities and professional relationships bridge traditional boundaries and disciplines, making Penn Law an extraordinary supportive academic community for its scholars and students alike.

This role is primarily responsible for providing a high level of administrative support to student attorneys, clinical faculty and the Clinic’s Administrative Director. The Legal Assistant trains students in small groups or individually on office policies/procedures, good case file maintenance and the use of legal software/technology, and he/she maintains and updates Clinic Handbooks and other training materials. He/she works closely as a well-functioning team with other clinic staff members to handle daily administrative tasks and ensure the delivery of high quality client service.

Duties and Responsibilities Include:

  • Provide administrative support to all clinic student attorneys and clinic faculty in furtherance of their client case work and special projects. Utilize iManage (FileSite) document management software and Microsoft Office suite (Outlook, Word, Excel, Adobe Professional, etc.) to format and print correspondence and other documents on appropriate letterhead related to client matters as well as assist in preparation and submission of client administrative and judicial filings.
  • Functions as an internal IT help desk. Resolves technology issues with law school IT department or with software company/consultants. Provides formal training for students and faculty on how to use technology properly. Troubleshoots issues with lab computers in the student workrooms and faculty offices, and resolves issues with copy machines. Creatively designs and edits online training materials for students. Embraces learning new technology and assists with implementation of new software.
  • Work closely as well functioning team with other clinic administrative staff to assist others when needed. Provide administrative support to answer telephones, greet clients and visitors, photocopy, retrieve and scan incoming and outgoing mail, gather student weekly timesheets, coordinate simulations and other recordings in conference rooms, set up Skype or Zoom calls, etc. Provide administrative assistance to clinic faculty.
  • Maintains client files in an orderly and accurate manner (both electronic and redwell files). Save all documents properly into iManage (document management software), and stays current with redwell filing.
  • Assist faculty in preparing course materials and Canvas sites. Review and revise teaching materials (e.g., simulation materials, syllabi, handouts, etc.).
  • Assists with marketing the clinic via social media and the clinic’s website.
  • Provide record keeping to comply with requirements from outside partners and grantors.
  • Assists with other duties as assigned.

A Bachelor’s Degree and 3 years to 5 years of experience or equivalent combination of education and experience (preferably in either a law firm, legal services organization, corporate law department or other legal environment or an institution of higher education supporting faculty and students in similar work environments with similar demands) is required. Candidates without experience in a legal practice or higher education setting who possess the ability to learn quickly, think creatively, and embrace responsibility will also be considered. Spanish language fluency is not required, but is a plus.

  • An appreciation for the mission and purpose of the Clinic and the clients it serves.
  • Possesses extremely strong technology skills especially within the Microsoft Office Suite. Experience in iManage (FileSite) or a similar legal document management or case management program is a plus. Familiarity with Pacer and/or other web-based court and administrative filing platforms is also a plus.
  • Excellent attention to detail and organizational skills are a necessity.
  • The ability to learn new systems and improve upon existing systems.
  • Understands, observes, and models for students all professional obligations, including client confidentiality.
  • Possesses excellent interpersonal, communication and customer service skills.
  • Must be reliable, have a strong work ethic and bring initiative and enthusiasm to his/her work.
  • Enjoys working in a fast paced environment, is able to multi-task and operates successfully under pressure.
  • Works well independently, but also is able to work collaboratively within the department and with colleagues in the law school, and also outside constituencies.

Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.