Legal-Policy Administrative Assistant (San Francisco)
The American Civil Liberties Union Foundation of Northern California (ACLU NorCal) seeks a Legal-Policy Administrative Assistant.
You demonstrate initiative, enthusiasm and resourcefulness, and maintain a strong work ethic and a high degree of accountability. You enjoy multi-tasking and operating multi-functionally and are flexible and willing to work through day-to-day manual tasks. You have an extremely high attention to detail and willingness to learn. You possess established organizational skills and impeccable recordkeeping and record retention skills. You communicate (written and oral) with all levels of the organization to effectively convey ideas. You maintain a keen appreciation for the sensitivity and confidentiality of certain information.
The Administrative Assistant performs a wide range of administrative activities for the Legal-Policy Department (the “Department”) and is responsible for carrying out a broad set of programmatic duties for the ACLU-NC’s legal and advocacy work. The Administrative Assistant assists in a range of diverse projects and assignments related to the day-to-day operations of the Department, as well as the Department’s impact litigation and policy advocacy projects and programs. The Administrative Assistant also supports the Department Director and the Department Manager. The Administrative Assistant reports directly to the Department Manager.
About the Organization
ACLU NorCal is an affiliate of a nationwide, non-profit, non-partisan organization dedicated to the defense and expansion of civil liberties and civil rights. For most of the last century, it has been at the heart of many major – and sometimes controversial – struggles for civil liberties and civil rights in our state. Our mission is to ensure that Constitutional rights don’t just exist on paper, but are protected in practice. Facing new and ongoing threats to civil rights and civil liberties, we remain dedicated to confronting these issues and defending the progress we have made. We must use our decades of experience in impact litigation, legislative advocacy, and fearless organizing to fight unfair and illegal policies and to protect our most cherished rights and freedoms. Join us.
Duties & Responsibilities
Manage and Maintain Legal-Policy Department Programmatic Duties
- Support the Law and Policy Internship Program, including:
- Research and implement recruitment, hiring, orientation, programming, and evaluation protocols and procedures;
- Coordinate logistics for internship program recruitment, programming, and onboarding and offboarding;
- Research and create the Intern Alumni Network;
- Collaborate with other affiliates to build a robust and diverse internship program; and
- Schedule and set up Legal Committee meetings, track litigation proposals, maintain member information, conflicts, and attendance record, create disposition of meeting outcomes, research and propose new guidelines on communications and reviews, update protocols and procedures, and advise Director and Committee Chair on member attendance, participation, and term expiration.
Administrative Support for Legal and Policy Director and Legal-Policy Department Manager
- Coordinate logistics for Support Staff Team meetings, Legal-Policy Department Program meetings, Legal-Policy Management meetings, and Litigation Proposal Approval meetings;
- Coordinate logistics with staff, consultants, and other organizations for internal and external professional development and training including the New Attorney Training, The Management Center Training, Practicing Law Institute, and staff retreats for attorneys and Department staff;
- Coordinate logistics for Department hiring, onboarding and offboarding; finalize and implement Department onboarding and offboarding protocols and procedures;
- Organize and prepare for meetings, events, presentations and reports including calendaring and scheduling, monitoring communications, technology set-up, material preparation, note-taking, catering, and travel arrangements;
- Process credit card statements, invoices and expenses, reimbursements, and agreements and contracts; and
- Conduct research, maintain files and systems, troubleshoot challenges, and assist with special projects as needed, such as the Free Speech Equal Protection Workgroup.
Manage and Maintain Legal-Policy Department Accounts and Systems
- Manage and renew law library subscriptions, organize and maintain the library for use, including tracking and updating books and keeping detailed indices of library’s contents and updates;
- Serve as point person for legal database contracts, including establishing user logins for new Department staff and generating reports for legal research charges;
- Serve as point person for other external contracts for the Department, including establishing new software subscription renewal licenses for users;
- Serve as point person for federal, state, and circuit court filing service and document retrieval accounts;
- Assist with managing the Department Archives, including communicating with data storage partners on categorizing and preparing closed case files to be archived, and other duties as needed; and
- Maintain and update Department protocols and procedures, Department email listservs, and other technology and vendor accounts.
Education / Experience:
- Experience working in a dynamic and fast-paced office environment with relevant experience.
Required Skills / Competencies:
- Strong project and time management skills, including demonstrated capacity to prioritize competing projects and complete assignments under deadlines;
- High level of organization, attention to detail, and follow-through;
- Excellent judgment, dependable, punctual, and able to maintain a high level of confidentiality;
- Demonstrated experience and effectiveness in implementing and coordinating logistics, travel arrangements, meetings, events, and trainings;
- Strong verbal and written communication skills, including excellent interpersonal skills; and
- Solution-oriented approach, including the ability to work independently and on a team, and demonstrated willingness to take initiative while juggling several priorities all with personal enthusiasm, optimism, and a sense of humor.
Preferred Skills / Competencies:
- Experience and interest in the legal, policy, or advocacy field, especially civil liberties, civil rights or other public interest advocacy work; and
- Experience working in a litigation environment, particularly in legal operations or litigation practice management.
Advanced proficiency with Microsoft Word, Outlook, Excel, PowerPoint, Adobe Acrobat, and other Office programs, including facility with mail merge, spreadsheets, tables, charts, and databases or case management software.
Excellent benefits include four weeks paid vacation in addition to 14 office holidays; employer paid medical, vision and dental insurance for staff members, their dependents and spouse or domestic partner; life and long-term disability insurance; and, 401(k) plan with employer match. Starting salary is $24.52-$28.61.
Applications will be accepted until the position has been filled. Applications must include, (1) cover letter, (2) resume, and (3) a list of three references. Applicants concurrently applying to any other position with the ACLU should state what other position they are applying for in the cover letter.
Please submit your application in PDF format to the attention of Legal-Policy Administrative Assistant Search to: https://boards.greenhouse.io/aclunc/jobs/4406231002
The ACLU-NC is committed to providing reasonable accommodation to individuals with disabilities. If you are a qualified individual with a disability and need assistance applying online, please e-mail email@example.com. If you are selected for an interview, you will receive additional information regarding how to request an accommodation for the interview process.
The ACLU of Northern California advances equity and inclusion in the workplace by providing equal employment opportunity to support a work environment free from discrimination on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age (over 40), sexual orientation, military and veteran status, arrest or conviction record, and any other basis prohibited by law. The organization also provides reasonable accommodations for qualified applicants and employees with disabilities. This equal employment opportunity policy applies to all aspects of employment, including recruitment, selection, advancement, training, problem resolution, and separation from employment. Through this policy, the ACLU-NC strives to establish and maintain an equitable and accessible work environment that is supportive and free from discrimination.