The Legal Administrative Coordinator is a core member of the ACLU of Maryland’s Legal Department, based in our Baltimore office. The Legal Department consists of five staff attorneys and three non-lawyers, as well as several interns and volunteers. The legal team is currently working through litigation and advocacy to protect and expand civil rights and racial justice here in Maryland, which includes protecting immigrants’ rights, reforming our criminal legal system, pushing for police accountability, challenging discrimination, and much more.
The Legal Administrative Coordinator serves as the administrative expert and problem-solver in the legal department, developing and maintaining innovative and streamlined administrative systems and procedures. They work closely with the entire legal team on all administrative aspects of programmatic work and are an integral part of the internal work of the department. The ideal candidate is highly organized, with meticulous attention to detail, and enthusiasm for cleaning up messes, finding solutions to complex problems, and proactively helping colleagues with administrative tasks – from projects complex and highly technical to the more mundane. They have the skills and confidence to redesign administrative systems and the ability to communicate protocols to each legal team member on implementation. They are also a thoughtful helper who genuinely enjoys tackling tedious projects. They value and respect differences of race, ethnicity, age, gender, sexual orientation, gender identity, religion, ability and socio-economic circumstance, and actively work to foster an equitable and inclusive experience for everyone in their work.
Roles and Responsibilities
Create and Maintain Administrative Systems
• Collaborate with legal team to devise and implement strategic administrative improvements, including implementation of legal case management system
• Research, develop, implement, and redesign administrative systems and procedures; continuously identify and implement new technology and resources
• Maintain continuity of legal department operations by assigning and tracking certain tasks and sending reminders and deadlines, as needed
• Serve as the administrative skills expert who trains staff, interns, and volunteers on systems, technology, and protocols
• Create, maintain, and organize files (paper and electronic) for all aspects of our legal program work
• Develop file retention systems and policies
Provide Administrative Support for Cases and Intakes
• Track deadlines in cases and intakes
• Oversee administrative components of cases: Conflicts check, quarterly fee letters, time keeping, pro bono attorney information, retainer agreement execution, filing and retrieval
• Assist with information and evidence management, including developing systems for cases with high-volume discovery
• Help legal staff develop appropriate processes for downloading e-filings to local server
• Type, prepare, proofread and mail correspondence; create mail merge letters
• File pleadings in state and federal court, including e-filing, and ensure pleadings comply with applicable court and local rules
Compile and Report Information
• Compile and synthesize information and data for audits and grants
• Run time reports for litigation, collect time reports from law firms, report to auditor
• Create and provide reports, data, and information for internal purposes
Prepare for Meetings and Events
• Provide administrative and logistical support for calls, events and meetings; including scheduling, sending reminders, reserving venues, ordering food, preparing materials and supplies, ensuring that accessibility and technology needs are met, taking minutes
• Assist in the creation of PowerPoint or other presentations
• Keep Know Your Rights materials stocked, organized, and available
Provide General Administrative Support
• Assist attorneys in tracking and adhering to professional requirements, such as certifications, memberships, credentials, and reporting requirements
• Provide administrative support for intern, volunteer, and staff hiring in legal department, including assisting with all administrative aspects of the hiring plan
• Triage incoming calls, requests and questions provide information and responses, as assigned
• Maintain departmental lists, databases, and listservs
• Advanced proficiency with Microsoft Word, Outlook, PowerPoint, Excel and Adobe, as well as cloud-based tools, and experience troubleshooting issues in all formats
• Advanced proficiency with office equipment and technology, and willingness to learn and teach new systems and tools
• A minimum of two years of experience in an office, preferably a legal organization or law firm
• Experience “managing up” and supervising volunteers a plus
• Must highly value collaboration, have patience, and see purpose in detail and support work
• Ability to think proactively, anticipate problems, develop effective solutions, and take initiative
• Excellent oral and written communication skills
• Dependable, punctual, and flexible
• A strong commitment to racial equity, dismantling white supremacy and incorporating a structural power analysis into work, with knowledge and understanding of how power is manifested in matters of race, ethnicity, age, gender, sexual orientation, gender identity, gender expression, religion, ability and socio-economic circumstances
• Spanish fluency a plus
Compensation and Benefits
Salary $50,000-$57,000, depending on experience. Excellent benefits include two weeks paid vacation at time of hire (increasing to three weeks after one year, and four weeks after five years); 12 office holidays; 12 paid sick days; medical and dental insurance for staff members, their dependents and spouse/domestic partner; life and long-term disability insurance; and401(k) plan with employer match; direct exposure to cutting-edge civil liberties and civil rights work. This it is a non-exempt position, and this position is in the bargaining unit represented by OPEIU Local 2.
The position will remain open until filled. Interviews will be scheduled on a rolling basis.
Submit a cover letter, resume, and three professional references here.
Please submit applications directly at the link above. Do not apply through third party websites like Indeed. All applications will be reviewed on a rolling basis until the position is filled. Early applications are strongly encouraged. It will not be possible for us to accept telephone inquiries.
About the ACLU of Maryland
The ACLU of Maryland is an equal opportunity employer. We are committed to maximizing the diversity of our team and want to involve all those who can contribute to our inclusive culture. We encourage applications from all qualified individuals without regard to race, color, gender, sexual orientation, gender identity and expression, age, national origin, marital status, citizenship, disability, and veteran status. Persons with disabilities may request accommodations.
The ACLU of Maryland is a non-partisan, non-profit public interest organization devoted to protecting civil rights and civil liberties. The ACLU of MD is an affiliate of the national ACLU, a key defender of civil liberties guaranteed by the Bill of Rights. The ACLU works in the courts, legislature and in communities to defend and expand individual rights and personal freedoms guaranteed by the Constitution, the Bill of Rights, and civil rights laws. The ACLU of Maryland is committed to centering race equity in our work, internally and externally, in order to better support and be accountable to communities of color, whose civil rights and civil liberties are systematically threatened by white supremacy.