Administrative Coordinator, Victim Services

Position Summary:

The Administrator Coordinator, Victim Services provides administrative and case handling support for the Director, GGVS and the Victim Services project staff.   The Administrator Coordinator, Victim Services also assists project staff with providing direct legal services to and engages in education and advocacy on behalf of older victims in Philadelphia, Bucks, Chester, Delaware, and/or Montgomery Counties.

Role-Based Duties and Responsibilities:

Administrative related

• Handle all administrative related needs of the project team, including but limited to:
• preparation for GGVS project and team meetings, including: reserving meeting rooms, sending calendar invites, assisting with audio/video needs for hybrid meetings, and preparing and disseminating meeting minutes.
• Check and process Victim Services mail, email, faxes and other correspondence.
• Work with Case Management and Data Specialist and Director, GGVS to gather data for grant related proposals and project reports.
• Assisting with the Hiring and Interview process in our BambooHR system, including, but not limited to: reviewing and scheduling candidate interviews, as well as maintaining and updating candidate records.
• Provide backup assistance to front desk as needed.
• Other administrative related tasks as necessary.

Client related

• Assist with handling of client intake, including, but not limited to:
• retrieving, transcribing and performing prescreen data entry in the case management system
• screening and interviewing walk-in and/or emergency clients in coordination with the Intake, Education, and Pro Bono staff
• conducting client interviews by telephone or in person to screen for eligibility for services
• scheduling, canceling and confirming client appointments
• reviewing on-line intake and/or e-transfers
• reviewing agency-wide project-related checklists with project clients.
• maintenance of attorney clinic slots in case management system.

• Assist project staff with case-related tasks including but not limited to:
• preparing and mailing retainers and letters
• drafting court documents
• communicating with clients or third parties via telephone, email, text message or other by other means
• assisting in preparation of case files for hearing/trial
• assisting in maintenance of case files and case management database
• providing support to attorneys at court, as needed
• conducting home visits to frail or homebound clients
• handling other case or client related tasks as necessary

• Utilize Language line or other interpretation services for Limited English Proficient (LEP) older adults.
• Provide information and referrals to older victims of crime, linking them to other resources and supportive services, including emergency financial assistance, support groups, health services and other resources.

Community Outreach and Education

• Represent SeniorLAW Center at professional committees/coalitions related to older adult victimization to advocate for better services and access to justice for older victims of crime.
• Aid in the development of educational materials and resources for older victims of crime and “best practices” resources for professionals.
• Aid in planning, organizing, and attending community outreach and tabling events, as needed.
• Assist with community clinics focused on older victims of crime.
• Coordinate with Project Director to update website, E-News, and other communication tools with project related information.

Additional Responsibilities:

• Participate in scheduled project related meetings.
• Participate in staff and Legal team meetings.
• Provide support to other colleagues agency wide as needed.
• Assist with on-boarding staff as needed.
• Become knowledgeable of and follow all SeniorLAW Center’s personnel and legal policies and procedures.
• Demonstrate and model commitment to SeniorLAW Center’s mission and values.
• Participate in SeniorLAW Center’s culture of philanthropy and events to support the organization.
• Assist with quality control and case management data collection and reporting as necessary.
• Other responsibilities to further mission of the project and organization.

Project-Based Duties and Responsibilities:

Client-related

• Assist with maintenance of resources and referral information for victims of crime.
• Assist with Legal Health Checklists or other required checklists.
• Assist with distribution of satisfaction surveys to VOCA funded clients.
• Assist Director, GGVS in implementation of VOCA grant and activities associated with VOCA grant.
• Assist with other special projects, as needed.

Systemic Advocacy

• Identify systemic problems affecting older victims of crime and work with our local, statewide and national partners to develop creative solutions.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Required Education and Experience:

• Associate degree or 2 years’ experience in a legal setting.

Preferred Education and Experience:

• A. or B.S.
• Administrative experience
• Second language proficiency preferred

Required Knowledge, Skills, Abilities & Behaviors:

• Highly professional, organized, energetic, flexible, and culturally sensitive
• Excellent writing, organizational, interpersonal and presentation skills
• Interest and ability to work with older people and persons of different backgrounds

Work Conditions:

• This job operates in a professional office environment.
• This role routinely uses standard office equipment such as computers, phones, and photocopiers.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodation.

 While performing the duties of this job, the employee is occasionally required to stand, walk, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch or crawl; talk or hear.

 The employee must occasionally lift and/or move objects up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.