University of Michigan Administrative Specialist in Ann Arbor, Michigan

How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary

The University of Michigan Law School’s Civil-Criminal Litigation Clinic (CCLC) on the civil side represents clients in many areas of the law, including landlord-tenant, consumer fraud, contract disputes, prisoners’ rights, discrimination, health law, political asylum, public benefits claims, insurance etc. On the criminal side, the clinic represents clients charged with misdemeanors from arraignment through trial. In addition, some post-judgement issues in serious felony cases along with possible class actions, issues of first impression, and other impact litigation.


Approximate time allocation for this position:

  • 35% Clinic liaison for all walk-in, phone, and email referrals from local legal service offices, law firms, agencies, courts, and the public

  • 30% Student Interaction / Academic Responsibilities

  • 25% Financial / Accounting

  • 10% Supervision / Office Management

35% Clinic liaison for all walk-in, phone, and email referrals from local legal service offices, law firms, agencies, courts, and the public

  • Interview the inquirer to determine legal issues and decide if eligible for clinic case intake. Must be knowledgeable about local court rules, procedures, terminology, and familiar with different types of civil and criminal cases.

  • Make referrals when appropriate.

  • Coordinate student team assignments for client intake. Determine if non-English speaking clients need interpreters and coordinate all arrangements for translators to be available when students and faculty meet with their clients.

  • Initiate follow-up letters and paperwork to clients and make sure they can read and understand instruct­ions, maps, etc.

  • Maintain Google calendar for all client interviews/meetings.

  • Initiate and oversee staff, faculty, and student procedures for organizing paper and network folders that contain personal and confidential information regarding client data.

  • Manager of the clinic’s network site that contains all client files and responsible for main­taining and monitoring password protection system. Manager of PIKA web-based case management system for all client files. Oversee staff when purging, storing, and shredding paper case files.

  • Administer high standards and oversee that staff and students maintain a good working relation­ship with local legal personnel including: court clerks, court reporters, magistrates, judges, attorneys, process servers, and prison officials.

  • Coordinate and initiate all correspondence to district judges and magistrates each term requesting appointments and referrals from their respective courts.

  • Monitor incoming emails to office email account for messages from clients, courts, opposing counsel, and forward to appropriate student attorneys and faculty members, including making sure the faculty members are aware of any potential conflicts or problems

30% Student Interaction / Academic Responsibilities

  • Provide orientation each semester for student attorneys regarding legal clinic protocol and procedures.

  • Train and monitor students regarding client intake protocol and procedures.

  • Assist in assigning student caseloads making sure they are evenly distributed among teams. Monitor paper and network files and PIKA entries and instruct students regarding proper format. Collect and submit grades online.

  • Oversee preparation, organization, and distribution of class materials in paper form and on Canvas for twice-weekly seminars.

  • Update handouts and other materials as needed.

  • Handle all simulations/role plays. Assign roles to students, recruit and hire witnesses, secure judges and jurors. Initiate correspondence confirming all mock trial and other role play needs. Maintain updated fact problems/cases used in simulations.

  • Clinic liaison for perspective CCLC clinic students.

? 25% Financial / Accounting

  • Maintain an accounts receivable ledger for each client – responsible for handling and tracking incoming funds and expenses regarding each client’s case.

  • Disburse money as determined by the court or client. Initiate checks for litigation expenses. Prepare cost statements as needed for each case. Monitor charges for various expenses making certain that proper shortcode is used.

  • Initiate petty cash checks for other law school clinics as needed, maintain an accounts receivable ledger for each of their client’s expenses, and process reimbursement through their specified fund.

  • Interact with bank personnel and University Treasurer’s Office as needed in rectifying problems, any issues, updates in IOLTA requirements.

  • Initiate and oversee billing for attorney fees and costs recovered in cases. Process check and cash deposits and coordinate wire transfers.

  • Initiate, review, and process travel and hosting arrangements and paperwork for reimbursements for faculty, students, and guests.

  • Maintain and reconcile monthly statements of account for multiple chartfields. Process invoices, bills for payment, travel, PeoplePay, Treasury Management cash receipts, using M-Pathways system, or Pcard. Reconcile monthly PCard statements and out-of-pocket reimbursements using Concur / Shared Services.

  • Prepare budget allocations and projections for operating funds each fiscal year. Monitor proper usage of funds and oversee that expenses are within allocated budget.

  • Monitor expenses charged to gift accounts; compile expenses spent on related cases and prepare and mail out annual report to the donors.

  • Responsible for maintaining and reconciling two checking accounts: (1) IOLTA (Interest on Lawyers Trust Accounts) client trust account (client funds held in escrow by court order or case requirement); and (2) petty cash account (court fees, witness fees, FOIA requests, process server payments, transcripts, etc.). Act as custodian for the petty cash account - which is an imprest cash fund.?

10% Supervision / Office Management

  • Supervise and monitor activities and issues on a daily basis keeping the director and faculty informed as needed.

  • Train office staff, summer clerk interns, interpreters, and temporary staff as needed.

  • Develop and implement office protocol, procedures, and manuals regarding the operation of the clinic.

  • Input of client data into Clinic Conflicts Database.

  • Monitoring and ordering office supplies and supplies for court filings.

  • Oversee main­tenance and updating of notebooks and manuals containing required court forms, supplements, documents, and new editions used in the court system. Handle updates and new acquisitions through the Law School Library.

  • Assist with special events and/or conferences. Coordinate scheduling, space needs, transporta­tion, catering, reimbursements, and other operational needs during these events.

  • Oversee staff and assist when needed in supporting Federal Litigation Appellate Clinic and Criminal Appellate.

Required Qualifications*

The CCLC is looking for a Clinic Administrator who possesses the following traits:

  • Strong proficiency in Word, Excel, Powerpoint

  • Previous experience working in a legal office

  • Bachelor’s degree or equivalent combination of education and experience

  • Previous experience with grants and financial reconciliation (preferred but not required)

  • Ability to work in a flexible dynamic work environment

  • Confidence to make basic decisions without detailed instructions

  • Initiative to solve problems

  • Commitment to assist students (20 to 28 each term)

  • Ability to collaborate and cooperate with other administrative staff

  • Aptitude and competency to efficiently complete tasks on time in a busy mid-sized law office handling a caseload of 70-100 cases at any given time with 2 to 3 faculty

  • Keen attention to detail and a sense of good judgement

  • Ability to work from 8am to 5pm

Application Deadline

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

Job Detail

Job Opening ID


Working Title

Administrative Specialist, Civil - Criminal Litigation Clinic

Job Title

Administrative Specialist

Work Location

Ann Arbor CampusAnn Arbor, MI

Full/Part Time




FLSA Status


Organizational Group

Law School


Law School

Posting Begin/End Date

6/19/2017 – 7/03/2017

Paid Time Off


Career Interest


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