Program Assistant - Clinical, Pro Bono, and Externship Programs

The Program Assistant provides administrative and clerical support for the Pro Bono Program, the Externship Program, and the Clinical Program directors, faculty, and staff. Each of the Programs involves law students (and in some cases undergraduate or other graduate students) in the provision of legal or other services. The balance of duties will vary between the Programs throughout the calendar year dependent on the timing of major projects within each Program. rn rnESSENTIAL DUTIES AND RESPONSIBILITIES:rnPro Bono Program Specific Duties:rnrnAssists with the operations of the Identification Recovery Program operated by the Law School at Haven for Hope for individuals experiencing homelessnessrnProvides administrative support for the Identification Recovery Program, including records requests, record-keeping, reconciliation of receipts and cash balances, money order purchasing, and reimbursement requests for the program's operation; attends monthly partner meetings at Haven for HopernAssists in the development of and recruiting for housing-focused pro bono opportunities for law students, which may include training of law student volunteersrnProvides administrative support for other Pro Bono Program projects, including communication with participating students, promotion of Pro Bono events via social media, record-keeping of student participation, communication with community partners, assistance with planning, set up, and execution of events, and building and maintaining a resource bank of pro bono opportunitiesrnCoordinates with other Law School offices that organize pro bono opportunities, including Campus Ministry, such as the Alternative Breaks ProgramrnCoordinates with the Greehey School of Business in the planning, preparation, and operation of the Volunteer Income Tax Assistance (VITA) program, which may include some evening and weekend work; recruits and communicates with VITA program volunteersrnrnExternship Program Specific Duties:rnrnProvides administrative support for Externship student recruitment and registration, including communicating with prospective students, updating registration materials, and assisting students with the registration process; provides administrative support to leadership with ancillary projects, committees, or conferencesrnProvides administrative support for the Externship curriculum, including monitoring and following up on student assignment submissions, using Canvas or other software, and assisting students with software trouble-shooting, and support for efforts to expand the program rnProvides administrative support in executing training sessions for Externship employer-supervisors along with the recruitment, coordination, training, and on-going support for Externship teaching assistants rnResearches, contacts, and provides assistance regarding current or potential Externship employers, including communication about and tracking of employer postings and hiringrnrnClinical Program Specific and Cross-Program Duties:rnrnProvides administrative support to Clinic attorneys and paralegals; may assist with outreach activities or the provision of legal services under the supervision of an attorneyrnAttends regular collaborative meetings with community stakeholders, including meetings with members of the San Antonio legal services community; community collaboration calls with homeless services providers; and statewide calls with housing advocates across TexasrnAttends community events, to include occasional evening and weekend events rnSupports law students in conducting Know Your Rights presentations virtually and in-personrnProvides administrative support for Clinical Program student recruitment and registration, including communicating with prospective students, updating registration materials, assisting students with the registration process, and coordinating with the supervising attorneys and Assistant Dean for Clinical ProgramsrnAssists in maintaining website, Canvas pages, Facebook pages, email distribution systems, and other social media, and in the production and updating of program descriptions, publications, and recruiting materials for the ProgramsrnAssists in maintaining electronic and paper filing systems and databases for the ProgramsrnPrepares and modifies Program documents including reports, memos, forms, templates, inventories, lists, announcements, notices, and other communications or records for the ProgramsrnInteracts with and maintains a positive working relationship with other departments of the University, community partners, volunteers, and students for the ProgramsrnMay be responsible for a portion of shifts shared by or rotated among the Programs' staff, including but not limited special event staffing and staffing during University closures including winter breakrnPerforms other duties as assignedrnrn rnQUALIFICATIONS: rnrnHigh school diploma required; Associate's or Bachelor's degree preferred, or equivalent recruiting, program coordination, and/or marketing experience. rnVolunteer management experience preferred; Community organizing, community education, and/or advocacy experience preferredrnMust clear and maintain a favorable background investigation and clearancernMust have valid driver's license, motor vehicle liability insurance, and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basisrnMust not be a "relative" including a former or current spouse, child, parent, sibling, grandparent, grandchild, aunt, uncle, first cousin, nephew, niece, in-law, step relative, domestic partner (persons whose lives are interdependent and who share a common residence), or domestic partner's daughter or son of a member of the University Board of Trustees, CLSJ Executive positions, University or Law School Finance Executive positions, University Human Resources Executive positions or comparable positions within the University with different working titles yet performing substantially similar functions rnMust have the ability to demonstrate intermediate level skills in MS Office (Word, Excel, Teams, Outlook and PowerPoint) including experience with virtual platforms such as Zoom and applicable case management softwarernMust be able to work some nights, weekends, travel, and attend special events as neededrnMust have excellent verbal and written communication skills; strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; ability to work effectively with communities across the universityrnMust have high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; display solid problem solving and interpersonal skills; work well independently and as part of a teamrnMust have ability to demonstrate attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines rnBilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals)rnDemonstrated sensitivity towards indigent clients and a commitment to working with low-income groupsrnDemonstrated ability to work in a law office setting with a diverse group of faculty, staff, and studentsrnrn rnPHYSICAL DEMANDS: rnrnWorking conditions are in an office environment and university campus setting; must be able to move across the university campus to conduct day to day business rnWhile performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 poundsrnSpecific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus rnFrequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely mannerrnConstantly operates a computer and other office productivity machineryrnrn rnThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.rn rnSt. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer. The University is committed to furthering diversity, equity, and inclusion and encourages all qualified candidates apply.