Office Administrator - UIC Law
Hiring Department : Community Legal Clinics
Location : Chicago, IL USA
Requisition ID : 1024902
Posting Close Date : May 10, 2024
About the University of Illinois Chicago
UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent "Best Colleges" rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.
This is a full-time and benefits eligible position. Hybrid and flexible work schedules are available. UIC offers competitive salaries commensurate with experience. In addition all full time benefits eligible positions include a comprehensive benefits package which include; Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes; Vacation, Holiday and Sick. In addition we offer tuition waivers for employees and dependents. Click for a complete list of Employee Benefits.
Description:
Provides administrative and legal support relating to all activities and services of the UIC Law School Community Legal Clinics. The Office Administrator provides technical and office support required for the effective implementation of administrative policies of the Clinics. Additionally, communicates with clients and prospective clients over the telephone, via email, and in person, and supports the work of the faculty, attorneys, and students in the Clinics.
Duties & Responsibilities:

General Support: Performs initial intake duties including screening calls and determining the appropriate internal clinic and/or area. Process incoming and outgoing mail for the respective Legal Clinics. Maintain polite and professional communication with clients, prospective clients, students, and clinic faculty, in person, over the telephone, and via email or mail.

Administrative Support: Handle office tasks such as opening and closing files (electronic and physical), and creating, completing or formatting a range of documents in various electronic formats as requested, such as spreadsheets, fillable, .pfs forms, PowerPoint, etc. In consultation with faculty and staff, create and implement procedures for the office and ensure procedures are followed in a consistent basis. Train students on office procedures. Work collaboratively with other administrative staff, faculty, and students to achieve common goals.

Teaching Support: Manage student clinical office hours scheduling, timesheets, and room reservation requests. Grant and remove student access to the electronic files. Assist faculty and staff, coordinating the revision, layout, printing, distribution, and collection of education and outreach materials. Prepares reports needed by faculty for teaching, student supervision, and case management. Serves as notary.

Logistical Support: Schedule, organize and provide logistics for special events, seminars, presentations and business meetings with outside entities or internal organization- order food, drinks, prepare attendance invitations, maintain RSVP notifications, etc. Serve as a TEM proxy to create expense reports for on:1anizational activities and travel.

Financial Management: Order commodities and/or services to support the Legal Clinics' operations and educational program using iBuy system. Maintain records of clinics' legal expenses involving a variety of accounts and keeps management informed of appropriateness of requested expenditures.

Grant Management: Record keep, gather and organize information needed for grants, and develop and generate reports needed for grant management.

Other: Perform other related duties and participate in special projects as assigned.

Minimum Qualifications Required:

1. High school diploma or equivalent.
2. Any one of the following from the categories below:
   A. Four (4) years (48 months) of work experience comparable to the third level of this series.
   B. Two (2) years (24 months) of work experience comparable to the fourth level of this series.

To Apply: For fullest consideration click on the Apply Now button , please fully complete all sections of the onlineapplication including adding your full work history with specific details ofyour duties & responsibilities for each position held. Fully completethe education, licensure, certification and language sections. Youmay upload a resume, cover letter, certifications, licensures, transcripts anddiplomas within the application.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.
The university provides accommodations to applicants and employees. Request an Accommodation