Clinical Program Administrative Manager

William & Mary and the Virginia Institute of Marine Science; Williamsburg (VA); On-site; USD 47,000 - 58,000; Full time

Job summary

William & Mary invites applications for the Clinical Program Administrative Manager, supporting the Law School Clinics. The role oversees daily administration, HR, fiscal management, and procurement for nine clinics and an interdisciplinary center, serving hundreds of clients and 200+ students annually.

The position also coordinates program events, policy updates, and outreach, including the Military Mondays clinic outreach, donor stewardship, and partner communications; it requires strong

Qualifications

• Bachelor’s Degree or equivalent combination of education, experience, and training.
• Ability to assist with conference planning, online education, and related support.
• Ability to maintain confidentiality and work with diverse constituencies.
• Demonstrated strong writing and communication skills.
• Computer experience, data entry and database management with various software.

Responsibilities

• Identifies and implements changes to program policies and procedures for daily operations.
• Conducts brief interviews with potential clients to determine eligibility for services.
• Responds professionally to the public and provides referrals when needed.
• Manages case management software, checks conflicts of interest, and supports meetings.
• Oversees event planning, mailings, and coordination of clinical program activities.
• Provides Notary Public service and supports faculty and law students.

Skills

Strong writing

Communication skills

Confidentiality

Conference planning

Online education support

Education

Bachelor’s Degree or equivalent

Tools

Case management software

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Adobe

Job description

Job Requisition:

JR101933 Clinical Program Administrative Manager (Open)

Job Posting Title:

Clinical Program Administrative Manager

Department:

CC00212 WM001 | SLAW | Law School Clinics

Job Family:

Staff - Program Management

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

Law School

Primary Job Posting Location:

Posting Location - William & Mary

Job Description Summary:

This position supports the goals of the Law School and the Clinical Program by managing the daily administration, support services, human resources, fiscal management, and procurement needs of 9 separate legal clinics and an interdisciplinary center that serve hundreds of clients in the community and over 200 students annually. When appropriate, the position oversees support staff for all the legal clinics; manages the Program facility; manages clinic communications with the public, governing boards, and government officials and plans and/or coordinates Program activities.

The position is responsible for creation and modification of policies and procedures, client outreach, community research, donor stewardship, and ensuring client, student and instructor satisfaction with the Program. This position also supports the Puller Veterans Benefits Clinic which includes supporting a bi-monthly legal outreach called Military Mondays, where the employee is responsible for all advertising, applications, and follow-up; all client and provider inquiries to the clinic, as well as application review and presentation to attorneys.

There are two additional profit ventures in the clinical program, both of which are supported by this position as well as the online Military & Veterans Health, Policy & Advocacy four-course certificate program that runs quarterly.

This position will provide support for students in both programs, from application through curriculum and certificate presentation, including planning and fiscal details.

Job Description:

Required Qualifications:

• Bachelor’s Degree or equivalent combination of education, experience, and training.
• Ability to assist with conference planning, online education, and related support.
• Ability to maintain confidentiality and work with diverse constituencies.
• Demonstrated strong writing and communication skills.
• Computer experience, professional experience, and demonstrated skill with data entry and database management and a variety of software programs (especially case management software, Word, Excel and PowerPoint, and Adobe).

Preferred Qualifications:

• Bilingual language abilities in English and Spanish.
• Experience in a higher education environment, legal service provider office, or other legal employer.
• Previous education or experience researching grant funding sources and preparing draft proposals.
• Notary Public certification, or willingness and ability to obtain such certification.

Conditions of Employment:

• This is a non-exempt position, which may be eligible to receive overtime in accordance with the Fair Labor Standards Act.
• This is a full-time position with some night and weekend responsibilities.

Job Duties:

50%- Administrative:

• Identifies, recommends and implements changes and additions to the Clinical Program’s policies and procedures to ensure efficient, professional day-to-day operations of the legal clinics in support of client service and student educational experience.
• Conducts brief phone interviews with potential legal clients of the Clinics to determine if eligible for free legal services.
• Respond professionally and empathetically to members of the public and resolve potential conflict, as well as provide referrals to resources when appropriate.
• Must have knowledge and ability to refer to internal and/or external social support systems; should also be able to maintain professional boundaries and be able to effectively manage high levels of stress.
• Uses and maintains case management software, including conducting checks for conflicts of interest.
• Participates in Law Clinic/Faculty meetings and provides input as appropriate in planning.
• Serves a Notary Public, if certified or obtain notarization of documents if unable to be certified.
• Directly supports clinical faculty members and law students and manages a listserv with daily activity.
• Assist with scheduling and planning of Clinical Program Events as needed, including annual Clinical Program Informational Session.
• Oversee Clinical Program mailings to include UPS shipments.
• Complete tasks typically handled by clinic students when students are not in session.

15%- Technical:

• Manages physical facility and the proper operation of the Clinical Program’s law office equipment; responsible for procurement across all ten clinics; tests potential software applications and updates all clinic websites; coordinates with University departments or outside vendors regarding commercial space and equipment needs.
• Manages secure storage of files both online and in hard copy, coordinating with IT regarding secure server permissions.
• Ensures security of data and documents sent between clinics and outside agencies, partnering institutions.

15%- Public Relations:

• Responsible for developing content and layout of the Clinical Program’s newsletter, web content, clinic brochures, and marketing material for all clinics and clinic conferences for a variety of constituencies, including potential and current clients and students, instructors, alumni and donors.
• Participates in community outreach efforts and represents Clinical Program at external functions and regional and national conferences as necessary.
• Handles initial media inquiries for the clinics, publicizes events, and sustains professional design and appearance among all office and marketing materials.

10%- Fiscal:

• Responsible for all fiscal management of the clinics, including authorization and preparation of all payments of invoices, special check requests, and expense reimbursements for students and faculty.
• Responsible for billing and payment tracking for online certificate courses.

10%- Supervision:

• Assists in assessing and assuring security of building through development and dissemination of emergency plan; acts as contact person with all departments responsible for services.
• Trains new faculty and law students in clinic procedures and supervises their use of the office; observes and reviews student and client interaction in the clinic facility.
• Maintains client communication/documentation during faculty/staff/student absences; manages client database for the clinics, and controls potential client waitlist.
• Stays current on issues related to cyber security and attorney/medical dissemination and protection of records given their professional responsibilities and suggests procedures to meet those requirements.

Posting Range: $46,500 up to $58,000 commensurate with experience.

Additional Job Description:

Job Profile:

JP0122 - General Administrative Supervisor I/Coordinator I - Nonexempt - Salary - S08

Qualifications:

Compensation Grade:

S08

Recruiting Start Date:

2026-07-17

Position Restrictions:

Continuing E&G funded position and not term-limited

EEO is the Law.

Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the “Know Your Rights” poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check:

William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Remote Work Disclaimer:

Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.