Program Operations Associate

For nearly 40 years, nonprofit AccessLex Institute® has been partnering with our member institutions – the nearly 200 state-affiliated and nonprofit ABA-approved law schools – to meet the ever-changing needs and challenges of law students and the legal education community we serve. From providing free resources for every step of the law school journey to maximizing the value and affordability of a law degree through research and policy advocacy, we exist to increase access and further the success of aspiring lawyers from admission to law school to admission to the bar. Helix Bar Review is our latest service in pursuit of our nonprofit mission – empowering the next generation of lawyers.

AccessLex combines mission-driven work with long-term financial strength. Backed by nearly $1 billion in net assets that funds a $40+ million annual operating budget, we’re built to advance our mission for the long haul, and we accomplish this by investing in the resources, programs, and personnel that ensure sustained growth and furtherance of our organizational goals. Learn more at AccessLex.org and HelixBarReview.org.

This is remote position; however, incumbent is expected to work 8:15am-5pm eastern to best align with department needs. Annual salary is $65,000-70,000.

Job Summary: The Program Operations Associate role is a great opportunity to do mission-driven work in a dynamic remote environment. The incumbent provides high quality administrative, operations, and program support to the Executive Director of the AccessLex Institute Center for Legal Education Excellence (“the Center”) and serves as an integral member of the LexScholars program evaluation team. This position plays an important role in supporting programs that advance AccessLex Institute’s mission to empower the next generation of lawyers. The Program Operations Associate helps ensure that program participants, internal colleagues, and external partners receive timely, accurate, and thoughtful support.

This role is ideal for a highly organized, detail-oriented professional who enjoys supporting mission-driven work, coordinating projects, communicating with diverse stakeholders, and improving processes in a collaborative remote environment.

Responsibilities and Duties:

• Provide administrative support to the Executive Director, including but not limited to managing calendar and scheduling appointments, meeting regularly to ensure task awareness and clarity, making travel arrangements and processing reimbursements, assisting with presentation slide deck design and visualizations, and interfacing with other AccessLex departments as needed to complete tasks;
• Support LexScholars program evaluation activities, including but not limited to maintaining content expertise about relevant programs, serving as first point of contact for members of the public inquiring about programs, serving as primary point of contact for program participants who require follow-up or outreach, monitor and document participant eligibility for program incentives and other benefits, produce needed reports at established intervals and by request;
• Serve as an administrator for entering and maintaining records in Salesforce, including updating LexScholars participant records and tracking other engagement activities related to the Company’s strategic plan objectives;
• Execute routine accounting and contracts procedures such as expense report submissions, payment requests, and contract submissions; serve as a licensed user of the Company’s contract management system (e.g., Agiloft);
• Assist with planning and execution of internal and external meetings, including the Center’s teambuilding activities and annual staff retreat;
• Serve as member of the Center’s social committee;
• Maintain contact lists and departmental files, ensuring compliance with filing and records management policies and procedures;
• Proactively suggest policies and procedures that will improve operational efficiency and effectiveness within the Center;
• Develop sufficient knowledge of Company operational policies and procedures, including those pertaining to accounting, contracting, records management and internal operations;
• Other duties as assigned.

Candidate Requirements:

• Knowledge, Skills and Abilities (KSAs) – To succeed in the Program Operations Associate position, candidates should possess the following KSAs:
  • REQUIRED
    • Commitment to joining a dynamic nonprofit, eagerness to learn about legal education, and dedication to the organization’s mission of empowering the next generation of lawyers
    • Demonstrated administrative support experience
    • Adept at providing clear, concise explanations, answers to questions, and accurately relaying messages
    • Ability to multitask, set priorities, and meet deadlines consistently
    • Ability to identify and resolve day-to-day administrative challenges
    • Ability to communicate with patience, tact, and diplomacy with internal and external parties
    • Strong organizational skills
    • Exemplary attention to detail
    • Ability to establish and maintain effective working relationships with internal colleagues and external stakeholders, partners, and contacts
    • Ability to edit/format written correspondences, prepare email messages and written documents such as letters and reports
    • Commitment to working with shared leadership and cross-functional teams
    • Proficient in Microsoft Office programs (Word, Excel, PowerPoint and Outlook)
  • PREFERRED
    • Experience managing priorities and maintaining accountability in a remote environment
    • Experience working in a not-for-profit, educational, or law-related setting
    • High-level proficiency with PowerPoint-compatible data visualization tools
    • Experience and comfort delivering external-facing presentations
    • Experience with Salesforce or other CRM platforms
  • BACKGROUND EXPERIENCES. The following are required unless otherwise noted:
    • Bachelor’s degree or equivalent combination of education and experience
    • Minimum 3 years of relevant administrative or program operations experience;
    • Self-reliant, self-starter who works well as part of a team in a remote setting

Position Type / Expected Hours of Work: This is a full-time, exempt position. located in a remote office. The incumbent is expected to be present and accessible for at least 40 hours per week, subject to approved leave time, travel and other absences as described in the Employee Handbook or as otherwise agreed by the Company. The Company’s standard hours of operation are Monday through Friday, 8:15 a.m. to 5:00 p.m

Equal Employment Opportunity Statement: AccessLex Institute provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.