Administrative Associate

Position OverviewThis benefits-eligible, unclassified professional staff position oversees the administrative operations of and serves as the primary administrative support for the Project for Innocence and Post Conviction Remedies at the KU Law School. The position may be hired at .75 to 1.0 FTE.

Job Description35% - Specialized Administrative Support:

• Administer, adapt, and maintain the case management system.
• Perform case initiation tasks including sending and receiving applications or court appointment documents, performing conflict checks, entering client, witness, and other party information into database, creating client files, uploading intake information, obtaining records and discovery and uploading the same into the system, and securing all necessary information from prospective clients and outside parties (courts, outside lawyers) to enter and upload into.
• Maintain the integrity of the client files and the office calendar for deadlines and docketing of cases.
• Must be able to create or change custom fields within, as necessary.
• Attend online training sessions and participate in improving and updating electronic case management processes as new features are released.
• Utilize billing to prepare invoices for the Board of Indigent Defense Services for cases in which the Clinic is appointed counsel.
• Track all billable hours, keep track of contract caps and when the caps are exceeded and additional funds need to be requested from the district court as an exceptional case.
  
  

30% - Office Management:

• Perform litigation support including conducting initial case screening and obtaining initial case intake information.
• Communicate professionally in properly formatted written correspondence and email communications with court personnel and outside stakeholders; format and proofread legal documents as directed.
• Manage office calendars in accordance with legal ethical requirements.
• File documents with municipal, state, and federal courts using electronic filing systems and paper filing when required.
• Communicate with court clerks and personnel regarding case appointments, dockets, and scheduling, and maintain updated knowledge of court filing systems and rules through collaboration with attorneys.
• Assist with court preparation as needed.
• Maintain front office presence to communicate professionally in person and over the phone; provide appropriate referral and resource information with clients the clinics cannot serve; maintain community resource and referral network information for visitors and law students to use when connecting clients with outside agencies; supervise student worker who may provide front desk support at times.
  
  

15% - Assist Director and Attorneys:

• Assist the Director and supervising attorneys by helping to coordinate with attorneys and student interns, including tracking student time, preparing reports, participating in staff meetings, and working with the client files within.
• Assist with managing workflow and litigation.
  
  

10% - Assist with supervision of office procedures:

• Assist with supervision of student interns by teaching office procedures, proper use of, and maintenance of client files both electronically, and if necessary hard copies.
• Prepare and maintain classroom materials, office manuals, and Canvas educational site.
• Coordinate with IT for updates and repairs to phones, computers, and copier system as needed.
• Assist with intern application, 715 license application preparation, and enrollment.
  
  

10% - Public Relations:

• Serve as the initial point of contact for Project and Legal Aid Clinic inquiries and review and route inquiries as appropriate.
• Manage incoming and outgoing correspondence and forward applications to potential clients.
• Oversee reception and phone activities. Screen calls from clients, the public, and family members. Schedule appointments and manage office calendars.
• Maintain supply inventories and perform other duties as assigned.
  
  

Position Requirements

Required Qualifications

• High School diploma or GED equivalence and two years of office experience or two years of post-secondary education.
• Computer skills and proficiency in cloud-based databases, preferably, in addition to Microsoft Word, Excel, and Access as demonstrated in application materials.
  
  

Preferred Qualifications

• Prior work experience as a paralegal or litigation support staff, or work in law office with administrative duties.
• Excellent organizational, time management, and written communication skills as evidenced by application materials and work history.
• Demonstrated people skills and ability to work effectively as part of a team.
• Able to proofread and format legal documents/briefs for filing in district and appellate courts.
  
  

Additional Candidate InstructionsComplete and submit the online application and include:

• A cover letter explaining your interest in the position and an assessment of your skills related to the required and preferred qualifications
• Resume
• Names/contact information for three professional references.
  
  

Review of applications will begin May 18, 2026 and will continue until a suitable candidate is selected. To ensure priority consideration, apply before the review date.

This is an in-person 1.0 FTE (40 hours/week) position; however, we will consider candidates interested in a .75 FTE (30 hours/week) position.Contact Information to ApplicantsJean Phillips, Director

Project for Innocence and Post Conviction Remedies

phillips@ku.edu Advertised Salary Range$40,000Application Review BeginsMonday May 18, 2026Anticipated Start DateMonday June 8, 2026Apply to Job