Administrative Specialist

Responsibilities* Financial Support (10%) Process invoices to clients, vendors, government agencies. Processes check requests and Non-PO vouchers. Reconcile P-Card statements monthly. Reconcile monthly Statement of Activity. Monitor Operating, Wolfson and Discretionary accounts. Prepare mileage/travel reports. Banking (CEDC). Includes IOLTA deposits and reconciliation. Prepare statistical and written reports. Prepare budget and budget projections for management approval. Teaching Support (30%)

Set up and maintain MBox and Canvas (including uploading resources and problems). Revise Syllabus, Manual, and other Clinic forms on regular basis. Maintain library resources and regularly update list of resources. Maintain and update Clinic forms in Clio. Prepare regularly scheduled reports (weekly student time reports). Maintain calendar of important events as necessary. Communicate with applicants for student summer employment and Advanced Clinic applicants. Create office hour schedule for students every semester. Create student mailboxes at the beginning of every semester. Create list of matter assignment and student telephone numbers every semester. Assist faculty with technology or other classroom needs. Assist faculty with room reservation for special events. Copy necessary class materials. Assist faculty, as required. Legal Support (10%)

Communicate with prospective clients and complete application as necessary. Confirm receipt of client applications. Follow up with clients. Communicate acceptance, referral and rejection of application as appropriate. Review documents to be filed with administrative agencies before final submission. Prepare legal documents and submit to various government agencies. Develop and maintain electronic (in Clio) and physical client files. Update the names of the students assigned to matters at the beginning and end of every semester. Prepare yearly time reports for clients. Prepare binders and other documents for client matters. Set-up and maintain Client Conflict Database. Conduct conflict check when open new file and at the beginning of every semester for student attorneys. Administrative/Office Manager/Client Support (50%)

Flexible with changes and shifting of responsibilities in changing environments, and able to handle diverse projects. Expert or advanced level in MS Office. Must be able to support faculty and students. Adept, quick user for Clio. Book travel arrangements. Produce, send and distribute correspondence including faxes. Answer and direct telephone calls. Organize and schedule meetings and conference calls. Arrange office space in Detroit and Ann Arbor for client meetings. Arrange University or rental car for student meetings with clients. Organize special events (such as student tour every semester and end-of-semester get-together). Troubleshoot hardware, software, and networking. Full understanding of all office machines and ability to make minor repairs, event planning, proofreading. Order office supplies and keep up with office supply inventory. Notarize documents as needed. Provide orientation for new faculty and summer interns. Process Judicial Clerkship recommendation letters with OSCAR and Career. Enroll and update student permission levels on Konica copier/scanner and entrance to office suite.

Required Qualifications* Attention to detail and problem-solving skills. Understand and be willing to work within University protocol and be proficient with MS Office, Clio, Canvas, and M-Pathways. Knowledge of office management systems and procedures. Excellent written and verbal communication skills. Maintain client confidentiality.

Desired Qualifications* Strong commitment to quality. Excellent time management skills and ability to prioritize work. Able to handle stress and work well under pressure. Dependable team player with maturity and a positive attitude.

U-M EEO/AA Statement The University of Michigan is an equal opportunity/affirmative action employer.