Description

Job Summary: 

This position provides administrative support to the Direct Services team consisting of the Wisconsin Lawyer Assistance Program (WisLAP), Ethics Program and Practice Management Program, and will assist others in the department based on needs and capacity. Although the duties of this position will vary and are subject to program needs, the primary focus of this position will be the following: 

• Support to members, direct services programs, and staff (40%). 
• Resource development, planning, outreach, and event coordination (20%). 
• Supplement and enhance record-keeping practices including call data-entry, track CLE attendance, pull data outcome measures, website redesign and maintenance, and (10%). 
• Support Program Managers in their role as committee liaisons (30%) 

Job Responsibilities: 

Primary Functions

1. Support and service to members, direct services programs, and staff (40%). 

• Refer calls/requests to appropriate staff, be proactive in the event of urgent calls/concerns.
• Assist as needed at committee meetings, conferences, and events.
• Create event emails, reservations, and attendance lists.
• Follow-up with members as directed by direct services program staff
• Manage and maintain team calendars to identify opportunities to automate routine tasks.
• Assist in proofreading documents, emails, newsletters, blogs, mailing lists and other written sources. 
• Work with team members to ensure sufficient levels of office supplies and promotional materials. Serve as primary point of contact with SBW facilities department.
• Scan materials as needed, archive accordingly.
• Assist in preparing presentation materials for conferences and other events. 
• Draft correspondences, assist in strategic planning and budget preparation, review monthly financials, maintain electronic and paper files and handle confidential information. 
• Embrace the cultural attributes of the organization through positive interaction/representation with colleagues, members, and organizational partners.
• Support the mission, vision, and values of the State Bar by modeling integrity, teamwork, quality, ownership and displays a commitment to inclusion and diversity.
• Perform administrative duties as required.
• Complete other duties as assigned. 

2. Resource development, supportive outreach, and event coordination (20%). 

• Develop and coordinate resources, tools and communications for members and volunteers.
• Assist with research and develop community referral sources for WisLAP referral purposes. 
• Maintain an updated list of peer support volunteers and community resources. 
• Support the annual WisLAP Volunteer Training in addition to any statewide workshops and trainings.
• Assist Practice Management Advisor with Round Table planning and securing speakers.

3. Supplement and enhance record-keeping practices including data-entry, data outcome measures, website redesign and maintenance, and social media platforms (10%). 

• Update and maintain accurate member information in various databases.
• Create events and generate online registration forms. 
• Support WisLAP Member Coordinator and Program Manager in creating and updating policy and procedure training manuals and Volunteer Handbook. 
• Assist in maintenance of confidential filing system for member records, archiving and shredding as necessary according to office protocol.
• Assist in redesigning program landing pages that are more user friendly, engaging, and present information more clearly.
• Collaborate with and support program managers in managing social media platforms.
• Update Practice Management Lending Library.

4. Support the Program Managers in their role as committee liaisons (30%).

• Support the Ethics, LOMAP and WisLAP committees through meeting planning and scheduling, coordinating events, creating, editing, and presenting meeting materials, writing reports, website updates, taking/transcribing meeting minutes, and handling follow-up. 
• Assist with outreach activities such as tours and presentations which includes IMIS setup for events, coordination with Marketing and IT, and submitting CLE credits to BBE.
• Maintain and report program metrics.
• Perform administrative duties as required and complete other duties as assigned.

Requirements

Required

• Two-year degree or equivalent work experience.
• Minimum five years administrative experience.
• Proficient in MS Office Suite, primarily Word, Excel, Outlook, Adobe Pro and Power Point 
• Strong organizational and critical thinking skills.
• Ability to communicate with diverse groups of people on a wide range of issues. Comforting and encouraging telephone disposition to handle calls from members in distress.
• Excellent, positive interpersonal and customer service skills – must have the ability to non-judgmentally work with others and speak and listen compassionately. Ability to build collaborative relationships with members, leaders, sections, co-workers, bar associations and others. 
• Culturally proficient and responsive. Experience, education, self-awareness, and ongoing commitment to understand social identities and integrating them into the communication with members.
• Active listening skills: Ability to give full attention to what others are saying, taking time to understand the points being made, asking questions as appropriate and not interrupting at inappropriate times.
• Maintain strict confidentiality while handling sensitive documents and information.
• Ability to make credible, effective decisions in a timely manner and prioritize work and meet deadlines.
• Thrives in an environment where initiative is taken to support a team to enhance effectiveness, productivity, and relationships.
• Innovative and flexible with respect to changing and challenging business needs.
• Strong verbal and written communication skills; including the ability to proof and edit documents.
• Ability to travel (10%)

Desirable

• Law office, association/non-profit or administrative experience.
• Experience with database management software.
• 4-year degree or paralegal associate degree.
• Lived experience with or formal education/work experience in mental health, substance use and well-being. Individuals in recovery from substance use disorders and/or mental illness with a sustained period of continuous stability are encouraged to apply.
• Demonstrated experience working with diverse populations along the lines of age, socioeconomic status, race, nationality, language and other lines of difference.
• Multilingual.
• Editing experience with video and/or podcast audio recordings, or an eagerness to learn these skills.

Physical Requirements:

Work is primarily performed in a standard office environment and may involve a small amount of travel to other locations. Must be able to safely use computer equipment for extended periods of time. Requires sufficient hand, arm, and finger dexterity to operate computer keyboard or other office equipment. Requires visual acuity to read and write words and numbers. Requires speaking and hearing ability sufficient to communicate in person and over the phone. The noise level varies from quiet to moderate. When traveling, it may be necessary to lift, move and set up exhibits and supplies.

Compensation and Benefits

A competitive salary plus excellent benefits including:

• 3 weeks of paid vacation per year
• 2 weeks of paid sick time per year
• Excellent and low-cost health and dental insurance
• Fully paid life and long-term disability insurance
• 10 paid holidays plus 2 personal days
• Volunteer time-off
• Hybrid work schedules and flexibility
• 8% 401(k) employer contribution!!
• The State Bar is also a “qualified employer” for the federal Public Service Loan Forgiveness Program.

How To Apply

To apply, upload your resume and cover letter with salary requirements. Incomplete applications will not be considered. This position will be posted until it is filled but priority will be given to applicants who submit early, so don’t wait. Apply today!The State Bar of Wisconsin is committed to diversity, equity and inclusion and seeks to create a supportive, welcoming environment for all. We hire great people from a wide variety of backgrounds, not just because it's the right thing to do, but because it also makes us stronger. Candidates who share these values and reflect the rich diversity of our community are encouraged to apply.