Law School Administrative Assistant

Loyola University Chicago is seeking a Law School Administrative Assistant to provide administrative and programmatic support to various legal clinics, including the Community Law Center, Business Law Clinic, Federal Tax Clinic, and Veterans Clinics. This role is part of a team of administrative professionals providing support across the law school and reports to the Associate Dean for Administration.

Duties and Responsibilities:

• General Administrative Support:

  • Reception duties: Answer phones, screen and direct calls, take messages, greet visitors, and handle appointments for all four clinics.
  • Prepare memos, letters, exams, and journal articles for publication.
  • Manage mail distribution, prepare materials for mailing, file documents, and make photocopies.
  • Assist with event preparation, including faculty meetings, conferences, and symposia. Tasks include managing travel, catering, guest speakers, and event logistics.
  • Prepare expense reports, petty cash reports, and check requisitions.
  • Order supplies and troubleshoot office equipment.
  • Provide general administrative assistance as needed.

• Specialized Support for Clinics:

  • Manage client files and clinic records, including case management in Legal Server and other systems.
  • Support faculty and students, including copying documents, supporting course enrollment, and maintaining student-related information.
  • Make referrals to the public and compose correspondence for legal help requests.
  • Maintain the master calendar with attorney/student court dates and room reservations.

Minimum Education and Work Experience:

• High school diploma or equivalent.
• 1-3 years of relevant experience in an administrative or legal office setting.

Qualifications:

• Preferred Qualifications:
  • Previous legal and office management experience.
  • Certificate in paralegal studies is highly desirable.
  • Spanish language proficiency is strongly preferred.
• Skills and Abilities:
  • Strong communication skills, including the ability to analyze and interpret legal correspondence.
  • Proficiency in MS Office (Word, Excel, PowerPoint, Publisher, Access) and general office automation systems.
  • Organizational skills with attention to detail and the ability to handle multiple tasks simultaneously.

Working Conditions:

• No supervisory responsibilities.
• No operation of university-owned vehicles or direct patient contact.
• Physical demands may include repetitive motions.

Diversity and Inclusion Statement:

Loyola University Chicago values diversity, equity, and inclusion, and is committed to recruiting and retaining a diverse workforce. The institution fosters a transformative cultural experience and provides a supportive environment for employees' professional and personal development.