Program Administrative Assistant

The Program Administrative Assistant provides essential organizational and administrative support, enabling our program and leadership staff to focus on impact.

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At a glance

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The Program Administrative Assistant provides essential organizational and administrative support, enabling our program and leadership staff to focus on impact. This is a key behind-the-scenes role that  is important to ensuring volunteer attorneys are supported, and that cases move forward. This position focuses primarily on supporting the PBN Program Department, but will also include some operational support. This is a 40 hour per week full-time hybrid position, with two days (Tuesdays and Thursdays) in the office. The right candidate will be highly organized, detail-oriented, and proactive, with strong communication skills and the ability to manage multiple priorities in a fast-moving environment.

Key Responsibilities

Program Support (75%)

• Database Management: Maintain and manage the volunteer database (Better Impact) and client case management system (Clio). (Training will be provided.)
• 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.

Volunteer Management:

• 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.

PBN Correspondence and Meeting Support:

• 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.
• Other tasks as assigned.

Executive Director Administrative Support (25%)

Assist Executive Director:

• 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.

Compliance and Record Keeping Support:

• 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.

Board and Committee Support:

• 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.

The Successful Candidate

• Experience: 2+ years of administrative, nonprofit, or office support experience preferred.
• Organization: Proven ability to manage multiple tasks and deadlines with attention to detail.
• Communication: Professional and clear written, oral, and interpersonal skills.
• Tech-savvy: 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).
• Judgment & confidentiality: Handles sensitive donor, client, and financial information with care.
• Mission-driven: Excited to support access to justice and work in a small, collaborative nonprofit environment. 

Apply now