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UC OFFICE OF THE PRESIDENT
At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.
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 headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President
Position Summary UC Legal delivers ethical, timely, efficient, and high-quality legal services to the University of California ten campuses, five medical centers, and the Lawrence Berkeley National Laboratory, as well as to the Board of Regents, the President, the 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. Reporting to Legal Operations Supervisor, the Legal Support Specialist (LSS) provides high level legal administrative assistant support to Business Finance and Innovation and Education Affairs, Employment & Governance practice teams in the Office of the General Counsel. Receives general instructions from Legal Operations Supervisor and attorneys and works in conjunctions with paralegals. Demonstrates sound judgment and applies skills to fully analyze issues. Gathers data and information for projects of moderate scope. Maintains complex calendars for assigned attorneys to avoid scheduling conflicts; schedules high volume of meetings, conference calls, conferences, and makes travel arrangements. Draft and edit correspondence, reports, presentations, forms, and at times other legal documents including, pleadings, discovery, legal responses, notices, affidavits, correspondence, claims, complaints, reports, etc. using thorough knowledge of legal terminology, practices, forms, and the legal system. Serves as a knowledge manager for data, correspondence, matter files, reports, and all documentation associated with legal matters handled by attorneys working in conjunction with paralegals. Works on moderate legal projects of diverse scope.
40% Maintains complex calendars for assigned attorneys and ensures no scheduling conflicts; schedules and arranges high volume of meetings, conference calls, conferences, and arranges travel. Processes reimbursements requests. Miscellaneous administrative tasks as required by manager or assigned attorneys.
25% Gathers, filters, synthesizes large quantities of client, matter and other information for action by attorneys and works in conjunction with paralegals. Contact with internal and external individuals at all organizational levels to gather information for matters. Compiles data, statistics and other information for meetings and presentations. Conducts legal or factual research of moderate scope, to include fact gathering and retrieval of information. On a project basis, handles a variety of legal process/policies, programs, and issues.
25% Drafts, edits, and modifies documents including correspondence, pleadings, discovery, reports, agreements, presentations, spreadsheets, and proposals for review by attorneys and works in conjunction with paralegals. Prepares reports and/or analysis summarizing information on the assigned issues.
10% Collaborates with peer Legal Support Specialists, Administrative Support Coordinators, Paralegals and other legal support team members on an ongoing basis, and assists with back-up coverage for teammates and special projects as assigned. Practices UC Legal'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.
Experience Required Qualifications
Minimum of 5 years of progressively responsible journey-level administrative support experience within a legal department or law firm; or an equivalent combination of education and experience.
Demonstrated high level of attention to detail, time management and organizational skills.
Ability to schedule meetings and conference calls with multiple parties inside and outside the University system and arrange travel and prepare travel reimbursements.
Strong communication and interpersonal skills to communicate effectively with all levels of staff; both verbally and in writing.
Advanced level of knowledge of legal terminology.
Demonstrated proficiency in computer software applications, including MS Office (Outlook, Word, Excel, and PowerPoint). Other applications may be necessary.
Demonstrated knowledge of filing and record tracking systems, both paper and electronic.
Strong skills to research and problem-solve to obtain information or data from various sources and materials and organize with excellent attention to detail into a comprehensive package.
Ability to multitask with demanding priorities and timeframes.
Ability to use high level of discretion and always maintain confidentiality.
Basic knowledge of Lexis-Nexis.
Knowledge of any of the following legal practice areas: Business Transactions/Land Use/Real Estate, Construction, Intellectual Property, Investments and Innovation process, protocols, and procedures, Labor, Employment and Benefits process, protocols, and procedures, including filing process and procedures with PERB, Educational Affairs, Litigation, Professional Liability, General Liability, Employment Liability, Public Accountability and Governance.
Knowledge of UC processes, protocols, and procedures.
Basic knowledge of legal matter management system, e.g. (CounselLink, Clio, Quovant) and document management systems, e.g. (NetDocuments, I-Manage).
Knowledge and experience with Administrative Agencies processes, protocols and procedures.
Education Required: Associate degree in related area and / or equivalent experience / training
SALARY AND BENEFITS
Job Title: Legal Support Specialist 3 Job Code: 007382 Salary Grade: Grade 19 Payscale: $73,000 - $92,000, commensurate with experience Full Salary Range: $56,500 - $97,300
The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
The person hired will be required to reside in California and report to work on-site at UC's Office of the President (UCOP) located in Oakland, CA on a regular basis. Current policy requires that a new employee work on-site at least two days a week on Tuesdays and Wednesdays ('anchor days'). In exceptional circumstances, approved by the General Counsel, candidates residing in or willing to relocate to California may be considered for a fully remote work arrangement.
HOW TO APPLY
Please be prepared to attach a cover letter and resume with your application.
APPLICATION REVIEW DATE
The first review date for this job isApril 18. 2023. The position will be open until filled.
Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy
August 2021 Update: The University of California has issued a policy requiring employees to be fully vaccinated against COVID -19 before physically accessing the University location or programs. Upon hire into a UCOP position, you will be provided detailed instructions on how to comply with this policy including access to the COVID vaccination at no cost. New hires to UCOP who work onsite or will come onsite for any activities at a UCOP or other UC location must comply with this policy within 8 weeks after their start date. The policy allows for employees to request approval for an exception or deferral. UC COVID-19 Vaccine Policy
The University of California, Office of the President, is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. EEO/AA Employer UC Nondiscrimination Policy
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The UCPath Center is the transactional hub for human resources, payroll, benefits, general ledger, workforce administration and academic processes across the entire University of California system.Located in Riverside, California, the UCPath Center will serve more than 200,000 employees from each UC campus and medical center as well as vendors, location administrators, and policy makers from the University of California Office of the President.