Administrative Program Assistant PT REMOTE

For nearly 40 years, nonprofit AccessLex Institute® has been partnering with our member institutions – the nearly 200 state-affiliated and nonprofit ABA-approved law schools – to meet the ever-changing needs and challenges of law students and the legal education community we serve. From providing free resources for every step of the law school journey to maximizing the value and affordability of a law degree through research and policy advocacy, we exist to increase access and further the success of aspiring lawyers from admission to law school to admission to the bar. Helix Bar Review is our latest service in pursuit of our nonprofit mission – empowering the next generation of lawyers. Learn more at AccessLex.org and HelixBarReview.org.

This is a remote PT position for 20 hours per week. Applicant is expected to work four hours per day M-F. Salary range is $20-25/ hour. Please submit a cover letter with application. Must live within driving distance to DC and PA.

Job Summary: The Administrative Program Assistant role is an exceptional opportunity for an experienced administrative professional to provide reliable, consistent, and proactive support to the Center for Legal Education Excellence (“the Center”) as a valued member of the Research Programs department. The position plays a key role in: a) providing administrative support to the Center’s leadership team; b) coordinating internal processes and procedures to contribute to the success of the Center’s initiatives and programs; and c) supporting the effective management of external relationships with key constituents of the Center.

Responsibilities and Duties:

• Provide administrative support for the Center’s leadership team and their departments, including but not limited to processing requests for meetings and scheduling appointments, making travel arrangements, and processing materials needed for management/staff attending conferences and meetings.
• Manage and coordinate administrative tasks for meetings, programs, and events for the Center; organize and steward arrangements for participants, execute logistics and promotion (in collaboration with the Marketing and Communications team), and prepare and disseminate related materials.
• Execute routine accounting and contracts procedures such as expense report submissions, payment requests, and contract submissions.
• Maintain contact lists and departmental files, ensuring compliance with filing and records management policies and procedures.
• Coordinate the Company’s sponsorship of external events in collaboration with the Grants team, including managing timelines, sponsorship agreements and requirements, and invoices and payment;
• Assist with planning and execution of Center staff meetings, social events and annual staff retreat, including serving as standing chair of the social events committee;
• Assist research staff with data entry and data quality checks to support ongoing success of the Company’s data tools;
• Field responses to inquiries and requests submitted to the Center’s research email inbox;
• Proactively suggest and implement strategic tools and procedures that will improve operational efficiency and structure within the Center;
• Other duties as assigned.

Candidate Requirements:

• Knowledge, Skills and Abilities (KSAs) – To succeed in the Administrative Program Assistant position, candidates should possess the following KSAs:
  • REQUIRED
    • Commitment to joining a dynamic nonprofit, eagerness to learn about legal education, and dedication to the organization’s mission of empowering the next generation of lawyers
    • Demonstrated administrative support experience
    • Adept at providing clear, concise explanations, answers to questions, and accurately relaying messages
    • Ability to multitask, set priorities, and meet deadlines consistently
    • Ability to identify and resolve day-to-day administrative challenges
    • Strong organizational skills a must
    • Exemplary attention to detail
    • Adept at establishing and maintaining effective working relationships with internal colleagues and external contacts
    • Ability to edit/format written correspondences, prepare email messages and written documents such as letters and reports
    • Ability to maintain effective key business relationships with supported executive, other internal colleagues, and external service providers
    • Commitment to working with shared leadership and cross-functional teams
    • Proficient in Microsoft Office programs (Word, Excel, PowerPoint and Outlook)
  • PREFERRED
    • Experience providing administrative support in a remote environment
    • Public speaking and presentation experience
    • Experience with Salesforce or other CRM platforms
    • Experience in a not-for-profit or law-related setting is a plus
  • BACKGROUND EXPERIENCES. The following are required unless otherwise noted:
    • Associate degree in business administration or a similar related field
    • Minimum 2 years of relevant administrative or program coordinator experience
    • Self-reliant, self-starter who works well in a team setting

Equal Employment Opportunity Statement: AccessLex Institute provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.