Administrative Coordinator & Legal Team Assistant
THE NATIONAL CLEARINGHOUSE FOR THE DEFENSE OF BATTERED WOMEN (NCDBW), a small nonprofit organization based in Philadelphia, provides individualized, case-specific technical assistance and information to defense attorneys, expert witnesses, and advocates working with battered women charged with crimes, before and during trial, and in post-conviction proceedings. The organization also assists incarcerated battered women and members of their families, maintains an extensive Resource Library of materials relevant to battered women charged with crimes and incarcerated battered women, works with a national network of domestic violence advocates on a range of issues affecting battered women, and conducts community and professional training seminars.
POSITION SUMMARY: The Administrative Coordinator & Legal Team Assistant is responsible for the daily operations of the office and provides administrative and program support to the Legal Team to help facilitate the efficient operation of this small, but busy, office. S/he coordinates and manages all office systems and procedures and ensures that they are well designed, well maintained, and up-to-date. S/he works to strengthen the quality and quantity of organizational operations and services through efficient and creative office management and coordination. S/he is supervised by, and works closely with, the Director. While the duties of this position are primarily administrative, the Administrative Coordinator & Legal Team Assistant also participates in a wide range of tasks that support the legal and advocacy needs of battered women in the criminal legal system.
Specific duties include, but not limited to, the following:
· Develop and maintain well-designed and well-maintained internal systems and procedures for the effective management of the organization including computer, telephone, filing and record keeping systems;
· Oversee the day-to-day systems and processes of the office and general office management (e.g., ensure sufficient inventory of supplies and other materials);
· Manage all technological operations of the office (both hardware and software), assist staff with basic IT troubleshooting, and work with computer consultants to ensure IT systems operate properly;
· Coordinate the purchase, maintenance, and servicing of all equipment;
· Oversee the office space to ensure proper safety and maintenance of physical work environment;
· Provide oversight for the ongoing development of information systems, including databases, computer network, and customized computer applications;
· Train new staff and interns on office procedures and equipment.
· Organize and provide general administrative support to Director and other staff as needed, including word processing, proofreading, filing, clerical tasks, and other tasks as required;
· Answer telephones, and route calls and messages appropriately;
· Compose, edit and produce draft and finished correspondence, documents, reports, announcements, etc.; proofread for accuracy, correct grammar, clarity etc.;
· Coordinate database design, data entry, design reports, ongoing database maintenance;
· Update and maintain website (e.g., enter data, tag entries with key words, and upload information);
· Maintain listserves, electronic mailing lists and distribution lists; coordinate mass mailings
· Coordinate tracking and reporting of all technical assistance and training activities;
· Track and document donations and acknowledge donors;
· Assist with benefits administration.
Legal Team Support
· Field calls from battered women defendants, incarcerated battered women, members of their families, and battered women’s advocates;
· Respond to general requests for information from defense team members and make appropriate referrals;
· Provide support for legal team, e.g., docket research, and participate in legal team meetings;
· Track and respond to letters from incarcerated battered women;
· Coordinate case intake, maintain database and logbook of all new and open cases;
· Create and maintain case files.
· Fundraising support;
· Attend Legal Team, staff, and project planning meetings as required;
· Other related duties as assigned by Director and/or supervisor.
· Strong organizational, administrative and interpersonal skills are required. At least three years prior office management or nonprofit administrative experience is required (or equivalent);
· Bachelor’s degree and relevant work experience preferred; Associate degree or minimum of three years relevant work experience required;
· Previous work experience in a non-profit organization or legal office a plus;
· Strong secretarial, word processing, database and other computer skills (minimum 60 WPM with accuracy); experience with Word, Access, Peachtree, Microsoft Publisher a plus;
· Experience with computer network administration including trouble-shooting and backup systems;
· Excellent written and verbal communication skills, including demonstrated skills in writing, editing, proofreading, including good command of English grammar and spelling;
· Initiative, motivation, and ability to meet deadlines and work efficiently in a busy environment with minimal supervision;
· Detail-oriented, organized, high degree of accuracy;
· Excellent analytical, problem-solving and research skills;
· Ability to field calls of a sensitive nature with understanding and compassion;
· Experience balancing multiple tasks and ability to prioritize;
· Capable of working independently and as a team member;
· Experience with battered women, social justice issues, criminal law, diverse communities, systems advocacy and social change, and a background in feminist and legal studies, preferred;
· Domestic violence hotline or direct service with battered women desirable;
· Knowledge of Westlaw and Lexis helpful; Desktop publishing or layout experience a plus;
· Supervisory and training skills desirable; Human resource experience helpful.
Salary: Competitive compensation with salary negotiated based on experience; benefits.
The National Clearinghouse is an Equal Opportunity Employer. FLSA Status: Non-Exempt
Please forward resume and cover letter with salary requirements by March 4, 2013, to:
National Clearinghouse for the Defense of Battered Women
125 S. 9th Street, Suite 302
Philadelphia, PA 19107
No telephone calls or e-mail inquiries please.