Law Clinic Operations Coordinator

A strong internal candidate has been identified.

POSITION OBJECTIVE

The clinic operations coordinator is responsible for managing departmental finances and grant administration as well as client intake while overseeing the administrative operations of the law clinic. This position combines operational leadership with administrative expertise to ensure smooth and efficient day-to-day operations within the high-traffic Kramer Law Clinic, which essentially functions as a law firm and requires ongoing communication and coordination between clients, courts, social service agencies, faculty, and law students. In addition to supervising the clinic department assistant staff and student workers, the Coordinator will oversee our client intake process, manage grant administration, and manage finances for the law clinic and other critical Experiential Education programs including the school's moot court and mock trial teams. This person must have the ability to use discretion and good judgment on sensitive and important matters, which includes handling and processing complex and highly confidential information, and the ability to oversee programs efficiently and effectively.

ESSENTIAL FUNCTIONS

1. Ensure the efficient functioning of the clinic's day-to-day operations. This includes overseeing office facilities, managing vendor contracts, and ensuring the availability of necessary supplies and equipment. Oversee internal billing, cash collections, petty cash account, and manage the withdrawal from and deposit to the clinic's Interest on Lawyer's Trust Account. Authorize department expenditures and oversee maintenance of office supply inventory. Manage financial activities of the law school's numerous moot court and mock trial teams, working directly with students and faculty and adjunct coaches regarding travel and all related expenditures, and resolving problems with travel and competition venues. Forecast budget needs. Prepare statistics and reports for the clinical program's numerous grant funders, and gather data and statistics for new grant requests. (35%)
2. Oversee the information technology infrastructure. Ensure that legal and administrative staff have access to and training on the necessary software and systems. Exercise discernment and prudence in managing the client intake process, including determining appropriate referrals to other agencies or services. Employ diplomacy, tact, and sound judgment in making these decisions to ensure the best outcome for the client. Oversee the referral system to and from various courts, bar associations, social service agencies, other departments within the University, and individuals such as attorneys and medical professionals. Maintain the clinic's waitlist of requests for legal representation. (20%)
3. Train and supervise clinic department assistants, and hire, train, and supervise student workers. Evaluate, develop, and implement new office policies and procedures. Administer the student legal intern registration process with the Supreme Court of Ohio, which includes direct communication with students, faculty, and the Dean of Students. Prepare bi-weekly student hours reports for faculty. Plan and attend brief advice clinics for the public.(20%)
4. In collaboration with the clinical faculty and managing attorney, train certified legal interns (90-plus interns per year) on preparing legal documents, standard office procedures, and proper professional protocols. Develop and enforce office policies and procedures. (15%)
5. Develop, maintain, and enforce computer policies for the clinic. Administer the clinic's computer network and software, including the case management system, time/billing system, court calendaring, and uniformity and interconnection of the offices' total system which has more than 30 workstations. Analyze software and hardware needs to make decisions on upgrades and new purchases. Utilize and adapt to technology platforms and systems related to law practice management. Remain updated on industry trends and recommended software/tools for operational enhancement. (10%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned.

CONTACTS

Department: Continuous contact with department assistants, student workers, law school administration, faculty, staff, and law students to perform essential functions.

University: Regular contact with other university departments to perform essential functions.

External: Continuous contact with attorneys, court personnel, clients, vendors, and social service agencies to perform essential functions. Occasional contact with non-University faculty, government officials, and visiting lecturers as required to perform essential functions.

SUPERVISORY RESPONSIBILITIES

Supervises clinic department assistants and student workers.

QUALIFICATIONS

Experience: 5 years of experience in a law office or high-volume customer service setting; experience in an academic setting preferred.

Education: Associate's degree required.

REQUIRED SKILLS

1. Excellent communication skills, both verbal and written. Communicate with others to convey information effectively and thoroughly.
2. Excellent customer service skills; ability to address potential and current needs of all constituencies; ability to exercise tact and patience and utilize a proactive approach to potential problems.
3. Ability to work independently with a mostly self-directed workload..
4. Excellent computer skills, and ability to learn and evaluate new programs, specifically systems related to law practice management.
5. Ability to effectively and professionally communicate and work with diverse populations and cultures from a broad spectrum of disciplines, technical and educational backgrounds within the department, school, and University and with individuals outside the University.
6. Ability to work effectively, independently, and collaboratively within a team. Must be highly motivated, responsible, dependable, and a self-starter.
7. Strong organizational skills; ability to multitask, prioritize, and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, and follow-through.
8. Capacity to juggle priorities and time deadlines of faculty, the associate dean, and the managing attorney.
9. Good problem-solving skills/ability to identify and analyze options resulting in a solid decision/plan.
10. Ability to become a Notary Public.
11. Strong supervisory skills, including the ability to provide clear direction, praise, and constructive criticism.
12. Ability to interact with colleagues, supervisors, and customers face-to-face.

WORKING CONDITIONS

Work is in an office/academic setting with constant noise and interruptions. The employee will perform repetitive motion using a computer mouse and keyboard to type.

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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