Job Description
Position Overview:
The Administrative Director plays a pivotal leadership and operational role, reporting directly to the Director and working collaboratively with the Deputy Director. This position is responsible for high-level administration, faculty support, budget and financial management, event coordination, supervision of administrative staff, and serving as a key liaison with internal and external stakeholders. The Administrative Director ensures the efficient daily operations and supports the academic mission of the clinic.
Key Responsibilities:
Faculty & Academic Support
- Provide direct support to the Director, including management of clinical course components, reading groups, and seminar programming throughout the academic year.
- Manage the Director’s calendar, travel, and lodging for off-campus engagements.
- Maintain and update the Director’s case list; reconcile monthly budget reports for Director’s accounts.
- Assist in preparing course materials, coordinating guest speakers, arranging catering, and managing audio/visual needs for Director’s academic classes and seminars.
- Advise and interact with student attorneys regarding clinic policies and procedures; support semi-annual orientation and assist with additional training sessions.
Administrative & Operational Management
- Oversee the daily administration, including maintaining the case database and physical case file system, ensuring proper documentation, conflict checks, and case closings.
- Manage student attorney, clinical instructor, and social work staff clearance processes at Massachusetts Department of Corrections facilities and local jails.
- Conduct exit interviews with outgoing students to recover and archive client files and ensure compliance with off-boarding procedures.
- Oversee off-site storage, retention, and university archive processes for case files.
Budget and Financial Oversight
- Collaborate with the Deputy Director on budget management, including preparation, reconciliation, and expense approvals.
- Counsel staff and students on appropriate expenditures; oversee and approve all operational expenses.
- Manage car rentals for staff and students as required for clinic-related duties.
Supervision & Talent Management
- Supervise and provide ongoing guidance and annual evaluations for the Administrative Coordinator and any additional support staff.
- Identify training needs and provide ongoing training, including instruction on use of the Legal Server case management system.
- Participate in hiring and onboarding processes for staff, social work interns and summer interns.
Conference & Event Planning
- In partnership with Director and designated Clinical Instructor, organize annual national conference: oversee logistics, coordinate with law school departments and external partners, prepare conference materials and publicity, and manage budgets and contributions.
- Coordinate all aspects of conference logistics, including room reservations, A/V needs, registration systems, travel arrangements, catering, and event program development.
- Provide support for additional events, including the Fall and Winter Trial Advocacy Workshops, and other public-facing programs as needed.
Communications & Stakeholder Engagement
- Maintain collaborative relationships with internal Law School departments and external organizations.
- Respond to and triage inquiries for legal assistance, connecting them to relevant resources.
- Oversee and contribute to the development and maintenance of printed and digital communications, including brochures, directories, practice manuals, and website content.
Special Projects & General Support
- Lead or assist with ongoing and new special projects at, such as the brochure, research directory updates, Wiki, website and investigation/practice manuals.
- Ensure compliance with Law School and University policies regarding administration, finance, data security, and confidentiality.
Additional Notes:
- Occasional evening or weekend hours required, particularly during conference preparation and execution.
- Duties may expand to address the emerging needs of the Director and the clinic.
Required Qualifications:
- Bachelor’s degree, or equivalent combination of education and relevant work experience.
- Minimum 5–7 years progressive administrative experience, ideally within higher education, law, or nonprofit settings.
- Demonstrated leadership, budgetary, and supervisory skills.
- Excellent organizational, communication, and interpersonal abilities.
- Strong technical proficiency with MS Office, case management and database systems (preferably TimeMatters), and event management tools.
- Sensitivity to confidential matters and commitment to mission of justice and professional development.