Program Assistant - Clinical, Pro Bono, and Externship Programs

St. Mary•San Antonio, TX

About The Position

The Program Assistant provides administrative and clerical support to the directors, faculty, and staff of St. Mary's University School of Law's Pro Bono, Externship, and Clinical Programs. Duties vary across the calendar year according to each program's projects and needs. The role supports programs involving law students, and sometimes undergraduate or other graduate students, in providing legal or other services. Responsibilities include supporting the Pro Bono Program's Identification Recovery Program at Haven for Hope, developing and promoting student pro bono opportunities, and coordinating related events and records. The assistant supports Externship student recruitment and registration, curriculum administration, employer-supervisor training, teaching assistants, and communication with prospective and current employers. The role also provides administrative support to clinical attorneys and paralegals and may assist with outreach or legal services under attorney supervision. Across the programs, the assistant maintains communication channels, filing systems, databases, and program materials; prepares documents and records; provides notary services; attends partner and stakeholder meetings and community events; and coordinates with university departments, community partners, volunteers, and students. Some evening, weekend, travel, and special-event work is required. The position is based in an office and university campus setting and involves moving across campus and using standard office equipment.

Requirements

High school diploma required.
Clear and maintain a favorable background investigation and clearance.
Have a valid driver's license, motor vehicle liability insurance, and personal injury insurance, or a self-reliant source of transportation for daily business travel.
Demonstrate intermediate-level skills in Microsoft Word, Excel, Teams, Outlook, and PowerPoint, including experience with virtual platforms such as Zoom and applicable case management software.
Be able to work some nights and weekends, travel, and attend special events as needed.
Excellent verbal and written communication skills.
Strong public relations and customer service skills, with the ability to exercise diplomacy and discretion.
Ability to work effectively with communities across the University.
High ethical standards and a strong sense of confidentiality.
Ability to prioritize and manage multiple deadlines, work in a complex environment, solve problems, and work effectively both independently and as part of a team.
Attention to detail and the ability to organize workflow, coordinate activities, balance simultaneous projects efficiently, and meet multiple deadlines.
Sensitivity toward indigent clients and commitment to working with low-income groups.
Ability to work in a law office setting with a diverse group of faculty, staff, and students.
Meet the stated restriction on being a relative of specified University or Law School officials and executives.
Ability to move across the University campus for daily business.
Ability to sit, walk, and stand; talk and hear in person and by telephone; and use hands repetitively to operate standard office equipment.
Occasional ability to lift up to 25 pounds.
Close vision, distance vision, and ability to adjust focus.
Ability to communicate using approved technological resources and exchange accurate information through designated systems in a timely manner.
Ability to operate a computer and other office productivity machinery.

Nice To Haves

Associate's or bachelor's degree, or equivalent recruiting, program coordination, and/or marketing experience.
Volunteer management experience.
Community organizing, community education, and/or advocacy experience.
Bilingual English/Spanish ability, including understanding and making oneself understood to Spanish-speaking individuals.

Responsibilities

Support operations and administration of the Identification Recovery Program at Haven for Hope, including records requests, record-keeping, receipt and cash reconciliation, money-order purchases, and reimbursement requests.
Attend bi-monthly partner meetings at Haven for Hope.
Assist with developing and recruiting for student pro bono opportunities, which may include training law student volunteers.
Support other Pro Bono Program projects through student and partner communications, event promotion, participation records, event planning and execution, and maintenance of a resource bank of opportunities.
Coordinate with other Law School offices that organize pro bono opportunities, including Campus Ministry and the Alternative Spring Break Program.
Support Externship student recruitment and registration, communicate with prospective students, update registration materials, and assist students with registration.
Provide administrative support to Externship leadership for ancillary projects, committees, and conferences.
Support the Externship curriculum by monitoring assignment submissions, using Canvas or other software, troubleshooting student software issues, and assisting with program expansion efforts.
Assist with Externship employer-supervisor training sessions and recruit, coordinate, train, and support Externship teaching assistants.
Research and contact current or prospective Externship employers; assist with employer matters and track postings and hiring in collaboration with the Office of Career Strategies as needed.
Provide administrative support to Clinic attorneys and paralegals and, under attorney supervision, potentially assist with outreach or legal services.
Attend collaborative meetings with community stakeholders, including legal services organizations, homeless services providers, and advocates across Texas.
Attend community events, including occasional evening and weekend events.
Help maintain program websites, Canvas pages, social media pages, email distribution systems, and other communication methods.
Produce and update program descriptions, publications, and recruiting materials.
Maintain electronic and paper filing systems and program databases.
Provide notary services.
Prepare and modify program documents and records, including reports, memos, forms, templates, inventories, lists, announcements, notices, communications, and University purchasing-card expense records.
Maintain positive working relationships with University departments, community partners, volunteers, and students.
Take a share of rotating or shared staff shifts, which may include special events and staffing during University closures, including winter break.
Perform other duties as assigned.