Pro Bono Network · 1 day ago
Program Administrative Assistant
Oak Park, IL
Full-time
Hybrid
Entry Level
$40K/yr - $45K/yr
2+ years expPro Bono Network is a mission-driven nonprofit dedicated to creating flexible pro bono opportunities for attorney volunteers. The Program Administrative Assistant plays a crucial role in providing organizational and administrative support to ensure the program's effectiveness and assist volunteer attorneys.
Non-profit Organization Management
Hiring Manager
Molly MacCready, MPH
Responsibilities
Maintain and manage the volunteer database (Better Impact) and client case management system (Clio)
Data entry for all cases and clinics in Clio
Coordinate volunteer attorney access to case files in Clio
Contact partner agencies to request client demographic data and enter into Clio
Oversee monthly hour reporting by volunteers in Better Impact, following up to ensure accuracy
Conduct regular maintenance of both databases to ensure information is accurate
Generate reports regularly to support the program department, development department, and organizational needs
Facilitate annual ARDC (Attorney Registration & Disciplinary Committee) renewals and initial registration, in coordination with each volunteer and each partner agency (training provided) as well as coordinating these forms throughout the year as needed
Prepare and submit applications for continuing learning credit, keep records and create certificates (training provided)
Assist with paperwork surrounding volunteer onboarding and general volunteer communication, as appropriate
Answer the general phone line for PBN, monitor and respond to voicemails and PBN’s general email inbox
Assist with the annual personalized thank you notes for all active volunteers, and provide additional support to general mailing needs within the program department
Coordinate program related meetings and ensure notes are taken and distributed. Support volunteer use of the PBN office or PBN Zoom account for client meetings
Assist with the organization and execution of volunteer events and activities
Prepare necessary printed materials for trainings and program activities
Support the Program Department with events, including communication and logistics
Provide onsite support for volunteer events and activities as necessary
Manage the Executive Director’s calendar (meetings, calls, and donor & partner visits), sending email reminders and agenda and follow-ups
Monitor and organize the ED’s email inbox; flag urgent items, draft responses for routine inquiries
Manage office supplies and equipment (including ordering), and organize quarterly office cleaning days
Track filing and insurance renewal deadlines and maintain organized records (no legal analysis required)
Assemble and submit receipts and reimbursement requests; maintain organized digital and physical filing systems for receipts. Prepare summaries as needed
Schedule board and committee meetings, including scheduling polls, arranging room reservations and Zoom links, and sending calendar invites
Prepare and print all board and in-person committee meeting materials
Ensure notes are shared/filed following meetings
Qualification
Required
2+ years of administrative, nonprofit, or office support experience preferred
Proven ability to manage multiple tasks and deadlines with attention to detail
Professional and clear written, oral, and interpersonal skills
Proficiency with Google Workspace (Docs, Sheets, Drive, Calendar); familiarity with Mailchimp, Canva, and Asana is a plus; comfortable learning new systems (training provided for databases)
Handles sensitive donor, client, and financial information with care
Excited to support access to justice and work in a small, collaborative nonprofit environment
Benefits
Health insurance
Monthly device and internet reimbursement
Access to a retirement plan
Paid time off and holidays
12 weeks of paid parental leave after one year of employment
Flexible, supportive work culture
Company
Pro Bono Network
More than 85 percent* of the civil legal needs of low-income Americans go unmet every year.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase