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Law Clinic Administrator

Job Details

Position Title: Law Clinic Administrator (Requirements Updated)

Department: School of Law

Advertised Pay: Competitive rate of pay

Campus Location: Washburn University

The screening committee will review all eligible applications submitted by July 5, 2024

Position Summary: The Law Clinic Administrator oversees the administrative operations of the Law Clinic. They supervise Clinic staff, manage Clinic finances, and perform other duties needed to administer the Law Clinic.

Essential Functions:
• In all matters, interacts with faculty, students, clients, court personnel, and other members of the public in a positive and professional manner.
• Identifies, recommends, and implements changes and additions to Law Clinic policies and procedures to ensure efficient, professional day-to-day operations of the Clinic.
• Works with the Clinic Director to identify, recommend, and incorporate changes and updates to the Student Practice Manual.
• Manages and oversees the Law Clinic client intake process to ensure timely, consistent review of client applications and assignment of cases and notification of clients and students; supervises and directs support staff who obtain and review client intake sheets for completion; reviews applications and determines compliance with Law Clinic representation policies; assigns cases that have been accepted by Law Clinic Faculty; notifies clients of application results and students of assigned cases; and establishes, updates, and maintains files for all cases.
• Establishes, updates, and maintains Clinic case logs, student case logs, and open case lists for use in tracking cases, compiling and preparing reports, and updating student records. Using case management system software, records, updates, and maintains open/closed cases/parties to record case details for future reference and use in ensuring avoidance of conflicts of interest in future cases.
• Provides support with case management system throughout the semester when student interns encounter difficulty in using the system.
• Evaluates student credentials to verify practice permit qualification; assembles, completes, and submits documentation to obtain certification for intern practice permits by the Supreme Court and the federal court. Completes and submits professional liability insurance renewal requests for Law Clinic Faculty as required to allow practice of law.
• Participates in Law Clinic/Faculty meetings to remain apprised of current issues relating to Law Clinic management and function, and provides input as appropriate in planning, problem solving, and on-going concerns of the Clinic.
• Participates in Leadership Meetings with other administrators, department directors, and deans.
• Electronically files federal and state court documents to ensure practice compliance with court requirements.
• Identifies files to be destroyed according to document retention guidelines, and supervises office staff and work study students in preparing old files and documents for destruction to ensure proper disposal of outdated information, and retention and storage of information to be kept on file.
• Drafts memoranda and correspondence as needed. Compiles, formats, and submits reports as requested or required.
• Manages Client Trust Fund and Litigation Fund accounts, submitting deposits, making payments, reconciling records, and documenting all account activity to ensure appropriate management of funds according to the Kansas Rules of Professional Conduct, Kansas State Bar Association, and University requirements.
• Identifies and evaluates Law Clinic needs, researches options, prepares and submits budget requests for Law Clinic operating and Capital Improvement needs. Monitors and manages budget expenditures to ensure spending is within budgeted allowance.
• Trains, monitors performance, and evaluates Law Clinic support staff and student workers to ensure all employees function within Law Clinic parameters, use and apply computer software appropriately, and comply with the Kansas Rules of Professional Conduct and court procedures and rules.
• Coordinates meetings and events such as the swearing-in ceremonies, reserves event sites, orders catering, sends invitations/event notices, establishes event schedule(s), works with speakers to determine presentation needs and arranges for materials/equipment accordingly, prepares certificates for presentation, tends to last minute details and resolves any problems that may arise at any point in planning or during the event.
• Compiles documentation and completes applications, etc., to assist students seeking extracurricular employment, externships, etc. which require a student practice permit.
• Maintains an inventory of office supplies, directing support staff to obtain supplies, forms and materials as needed from Law School supplies.
• Prepares legal briefs, pleadings, and other case-related documents, and correspondence as needed.
• Updates and maintains a Law Clinic form file.
• Sets up information tables to market the Law Clinic to Law School students, reserves space, and orders catering.
• Identifies and reports building issues within the Law Clinic office to Facilities with follow-up as needed.
• Performs additional job-related duties as assigned or as appropriate.

Required Qualifications:
• Bachelor’s Degree, Associate’s Degree, or completion of a paralegal program approved by the American Bar Association and four years of experience in office management and/or legal assistance.
• Supervisory experience.
• Proven effective interpersonal and communication skills.
• Demonstrated ability to learn and apply a variety of computer software, readily adjust to change, and remain calm in difficult situations.
• Professional demeanor and effective organizational and time management skills.
• Notary public in Kansas or must apply to become a notary public in Kansas within 30 days from the date of hire.

Physical Requirements:
• Capacity to move boxes or material weighing up to 20 pounds.

Preferred Qualifications:
• Experience in law firm office management.
• Experience using Word, Electronic Court Filing System/PACER, case management software.

Full-time, Exempt, Mon-Fri 8am-5pm
Background Check Required

Washburn University is committed to providing an environment for individuals to pursue educational and employment opportunities free from discrimination and/or harassment. The University prohibits discrimination on the basis of race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information, veteran status, or marital or parental status.

Washburn University is committed to providing reasonable accommodations to applicants for employment. If you are an applicant who needs a reasonable accommodation to participate in the application or interview process, please email or call 785-670-1538 at least five (5) business days in advance of the date you need the requested accommodation.


 Washburn University

Washburn is a top-notch university in an urban setting where students are becoming their best selves.

Nestled in the heart of Topeka - the capital city with about 127 thousand residents - Washburn offers students from small towns a big-city feel, while providing students from major metropolitan areas a more manageable environment.

Washburn's beautiful campus - on 160 acres - is easy to navigate with state-of-the art facilities. Our Tech campus on Huntoon offers industry-standard programs leading to in-demand jobs. And with our low student/faculty ratio and small classes, you're going to get to know your professors. 

Internally, we're organized into five schools, the College of Arts & Sciences, the School of Applied Studies, the Business School, the School of Nursing, the School of Law and the Washburn Institute of Technology (Washburn Tech.)

Our mission is to provide opportunities for our students to realize their full potential; we can't do it without our dedicated faculty and staff. 

Washburn University employs more than one thousand faculty and staff on our campuses throughout Topeka. We strive to offer competitive wages, an excellent benefits program, supportive culture and healthy work/life balance. Washburn seeks to create an environment that reflects our core values: integrity, excellence, inclusion, accountability, respect, collaboration and innovation.

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