Legal Assistant, Gittis Legal Clinics

Legal Assistant, Gittis Legal Clinics

University Overview

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. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

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.

Posted Job Title
Legal Assistant, Gittis Legal Clinics

Job Profile Title
Coordinator, Program

Job Description Summary
The University of Pennsylvania Carey Law School is one of the nation's oldest and most distinguished law schools. Penn Carey Law offers 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 Carey Law an extraordinarily enriching and supportive academic community for students, faculty, and staff.

Penn Carey Law staff fulfill a critical role in providing a world-class educational environment by supporting faculty, students, alumni, and fellow staff in a collaborative and exciting environment.

The Gittis Legal Clinics are Penn Carey Law's dynamic teaching law firm, comprised of eight in-house clinics and a robust externship program that offer students unique opportunities to develop essential lawyering skills and professional values from experiential learning in diverse practice areas. The Gittis Legal Clinics have a special mission to meet the educational needs of students while addressing critical legal needs of clients and underserved communities.

The Legal Assistant for the Gittis Legal Clinics will coordinate a range of activities and provide support for two or more clinics for litigation cases and clinic projects, administrative matters, digital course materials and course activities, and will work with faculty and staff to ensure the successful delivery of high quality educational and legal services provided by the Gittis Legal Clinics. Clinic cases and advocacy projects may involve representation or advocacy in state and federal courts; local, state, federal, and international agencies and legislative bodies; and community outreach, organizational partnerships, and special events. The Legal Assistant will serve as a vital member of the Gittis Legal Clinics staff team and report directly to the Gittis Legal Clinics Executive Director.

This full-time position is hybrid eligible, consistent with Penn Human Resources policy.

Job Description

Litigation and Project Coordination

• Coordinate, prepare, compile, file, and organize documents and materials for legal cases and projects. Maintain and update clinic case and project files using case and document management software.
  
• Assist with factual investigation for legal cases and projects utilizing latest available software and searching tools, and conducting interviews, collecting and reviewing materials and data, and preparing written reports.
  
• Communicate in writing and orally with prospective and current clients, parties, experts, and community organizations and partners.
  
• Conduct timely social science and other research using the internet and other available sources.
  
• Use Excel, Word, and case management software proficiently to collect, track, and analyze clinic-related data.
  
• Arrange logistics for special events such as clinic workshops, guest speaker presentations, community education projects, and other community meetings.
  
• Participate in partner/coalition meetings, taking notes, preparing written summaries, and coordinating follow-up activities.
  
• Research protocols and guidelines for administrative agency actions and for participating in policy advocacy forums, e.g., testifying at legislative and international commission hearings and submitting comments on proposed policies and regulations.
  
• Assist Faculty, students, and Clinic Litigation Paralegal in tracking court dockets and preparing court filings.
  
• Handle other clinic litigation and project duties as needed.
  

Administrative Coordination and Support

• Prepare correspondence and handle incoming mail.
  
• Prepare, track, and file necessary student and client forms.
  
• Coordinate and otherwise assist with scheduling and calendar maintenance for case and project events, speaking engagements, conferences, and clinic-related travel.
  
• Collect and distribute students' weekly timekeeping reports.
  
• Provide detail-oriented logistical coordination and support for clinic-related travel, client meetings, and advocacy events and assist with expense documentation.
  
• Use a variety of technology platforms effectively and efficiently, including Microsoft 365 (Word, Excel, PowerPoint, Publisher, SharePoint, etc.), Adobe Acrobat, and case and document management programs.
  
• Handle other administrative duties as needed.
  

Clinical Course Support

• Assist faculty in using Canvas functions and other courseware tools for smooth course management, including by researching, maintaining, and disseminating curriculum materials.
  
• Provide logistical coordination and other support for legal practice simulations, classroom exercises, guest speakers, and other course-related activities.
  
• Train students on office policies and procedures, client and document management systems, and other technology platforms.
  

General Clinic Support

• Collaborate with the Gittis Legal Clinics faculty and staff team to ensure a cohesive and smooth-functioning law office.
  
• Contribute daily to a professional, welcoming, collaborative, comfortable, inclusive, and creative problem-solving environment.
  
• Represent the University of Pennsylvania Carey Law School and the Gittis Legal Clinics, as needed, to visitors, callers, and external partners.
  
• Provide interpretation and translation in Spanish and English, if candidate has an appropriate level of proficiency.
  

Other Duties and Responsibilities as Assigned

Candidate Qualifications:

College degree required. Proficiency in spoken and written Spanish and English is highly desirable.

Demonstrated experience in providing coordination and support as described above and/or other relevant responsibilities. Must demonstrate an appreciation for the mission of the Gittis Legal Clinics, the clients we serve, and the students we educate. Must be able to handle matters confidentially and with discretion. Must have experience with and an affinity for working with clients with diverse linguistic and cultural backgrounds.

Also required: excellent coordination and organizational skills, including keen attention to detail and the ability to prioritize work; excellent ability to communicate orally with a wide variety of constituents; strong and flexible writing skills for conveying a range of information from the routine and straightforward to the complex and nuanced; excellent critical thinking skills and a proven ability to problem solve creatively and diligently; and a high level of competency in using Microsoft Office (Outlook, Word, Excel, Power Point, Publisher). Experience with course management software (Canvas or others) a plus.

In addition, these attributes are highly valued:

• A background and/or experiences that will contribute to the diversity, vitality, and cultural perspective of our clinical education program, staff, and clients;
  
• Experience with using interpreters, translators, and other language access resources;
  
• The ability to learn quickly and think creatively;
  
• A willingness to learn and embrace new technology;
  
• The ability to work in a fast-paced environment, multi-task and prioritize, and manage tasks under pressure;
  
• A commitment to learning new systems and improving upon existing systems;
  
• The ability to work well both independently and collaboratively with colleagues throughout the law school and with outside partners; and
  
• Demonstrated reliability, responsibility, initiative, and enthusiasm for contributing to high quality services and work products.
  

Special Requirements:
A cover letter and a resume are required to apply for this position. Applicants are encouraged to express how their unique background and experiences might contribute to the diversity, cultural vitality, and perspective of the Gittis Legal Clinics.

​Penn requires a background check after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Affirmative Action Statement:
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. The University of Pennsylvania and its Law School are equal opportunity employers (http://www.upenn.edu/affirm-action/eoaa.html).

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Law School

Pay Range
$24.13 - $32.00 Hourly Rate
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

Affirmative Action Statement
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.

Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
  
• Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
  
• Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
  
• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.
  
• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
  
• Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
  
• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
  
• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement—and you and your family can enjoy many of these activities for free.
  
• Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
  
• Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
  
• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
  
• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.
  

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay


To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Law-School/Legal-Assistant--Gittis-Legal-Clinics_JR00076696



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