Position Summary: Reporting to the Legal Information Services Manager, the Administrative Assistant provides administrative and analytic support to the Office of General Counsel. Under general direction works on operational and/or procedural assignments that require the exercise of considerable discretion and independent judgment. Tasks involve the handling of confidential information. The incumbent understands implications of work and makes recommendations for solutions and determines methods and procedures on new assignments. The Legal Operations & Business Planning unit is responsible for planning, implementation and oversight of all legal information and knowledge management programs, projects, and systems, including matter/document management, the legal records management function, law library administration and services, eDiscovery, litigation holds, legal document templates and workflows, and website maintenance.
OGC delivers ethical, timely, efficient, and high quality legal services to the University of California's ten campuses, five medical centers, and the Lawrence Berkeley National Laboratory, as well as to the Board of Regents, the President, Chancellors, and other officers of the University. Its services include prosecuting and defending litigation; drafting and negotiating agreements; providing advice, counsel, and interpretation of laws, regulations and policies; and assisting with development of effective compliance and risk mitigation strategies to facilitate the University's complex operations.
Special Conditions of Employment: Overtime
Other Special Conditions of Employment: Employment is contingent upon successful completion of a background check for this critical position.
Job Close Date:
Duty 1: As an active member of the OGC Help Team assists and responds to facilities requests, equipment set-up and troubleshooting, and miscellaneous issues as needed. Evaluates and liaisons with ITS (including Telecommunications), Building Services or outside vendors as needed concerning problems with photocopiers, fax machines, phones, etc. Function:1 Percent: 25
Duty 2: Maintains the OGC Law Library, including account management, ordering, routing, indexing, and responding to requests. May include invoice review. Function:2 Percent: 15
Duty 3: Administers internal mailing processes and procedures. Sorts and delivers mail throughout the department, manages outgoing mail. Develops and utilizes filing systems and performs filing as needed. Function:3 Percent: 15
Duty 4: Utilizes specialized, legal-specific database applications: searching and updating content, producing reports. May analyze trends. Function:4 Percent: 15
Duty 5: Prepares correspondence and other written materials for department management requiring some specialized knowledge of the subject matter. Function:5 Percent: 5
Duty 6: Administers MCLE [Mandatory Continuation of Legal Education] program for OGC attorneys; monitors to ensure attorneys complete their training on a regular schedule. Function:6 Percent: 5
Duty 7: Coordinates logistical arrangements for conferences involving multiple parties, receiving limited direction. Working with clients, determines room and equipment needs. Function:7 Percent: 5
Duty 8: Act as liaison between OGC and other UCOP departments, including Human Resources, Business Resource Center, Building Services and Information Technology. May administer travel reimbursements and listservs. Function:8 Percent: 5
Duty 9: Determines need for general office equipment and supplies. Prepares purchase orders by researching and recommending vendors/pricing plans/equipment and may identify substitutes. Maintains general orderliness of shared office spaces, including supplies and copier areas. Function:9 Percent: 5
Duty 10: Practices OGC's established Values for Principles of Community: collaborative, supportive, respectful of differences, and committed to fairness and diversity in all interactions, both within and outside the team. Function:10 Percent: 5
Job Requirements High school diploma and/or minimum five years of relevant work experience, or an equivalent combination of education and experience of progressively responsible experience performing a range of administrative functions including meeting arrangements, travel, and calendaring; correspondence, data entry, and subscription management. Required
Thorough knowledge in administrative procedures and processes including word processing, spreadsheet, email and database applications.
Strong oral and written communication skills, active listening, critical thinking, multi-task and time management skills.
Proven experience preparing and disseminating meeting/event communications, and setting up webinars.
Proven skill and discretion in managing sensitive and confidential information.
Proven organizational skills to successfully coordinate and manage workflow and complete projects in a timely manner.
Experience successfully balancing competing priorities and balancing complex work load in order to meet the needs of a variety of constituents.
Demonstrated customer-service skills.
Strong experience with processing and tracking requests to completion. Required
Working experience with troubleshooting printing machines and other office hardware. Preferred
About us The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the corporate headquarters to the ten campuses, five medical centers and three Department of Energy National Labs and enrolls premier students from California, the nation and the world.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age or protected veteran status.
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About University of California Office of the President
The Office of the President is the systemwide headquarters of the University of California, managing its fiscal and business operations and supporting the academic and research missions across its campuses, labs and medical centers.