Job ID: 2023-17075 Type: Full-Time # of Openings: 1 Category: Administrative Support
This position of Legal Administrative Coordinator (LAC) provides administrative and legal support to the attorneys in the Office of the General Counsel (OGC). As part of a small administrative team, the LAC must be a team player who can handle multiple tasks and a heavy workload with poise and good humor, and who does not hesitate to assist others as circumstances may require. The LAC must be proactive and well-organized, and apply meticulous attention to detail in matters of proofreading, document processing and distribution, and relaying messages. The LAC must be proactive in managing the attorneysâ™ schedules and in providing them with information that enables them to prioritize their work for the day. The LAC must be able to independently manage projects.
The LAC interacts frequently with high-level administrators, faculty, and third-parties outside the University. Accordingly, the LAC must be able to exercise sound independent judgment, tact, and professionalism, as well as a profound discretion given the confidentiality of the documents and communications involving the OGC. The LAC must be able to handle multiple time-sensitive demands using the appropriate judgment to prioritize and accommodate requests.
This position will have the following three main duties:
Project Management (45%):
At least one substantive project area that is integral to the OGCâ™s functioning.
Independently interact and address issues with University clients and parties outside of the University.
Produce time-sensitive materials with the highest degree of professionalism, ensuring their accuracy, timeliness, and responsiveness to attorney and University client needs.
Provide administrative and secretarial support to several attorneys in the OGC (45%):
Handle attorney-client privileged and confidential attorney work product documents, information and communications. The support includes, but is not limited to,
Schedule and coordinate logistics for meetings, teleconferences, and other events (including meals)
Prepare and/or organize materials for meetings, presentations, etc.
Respond to telephone calls and taking, convey and track messages
Process, draft and assist with correspondence
Maintain OGC filing system and update matter and document management databases
Prepare and distribut general and legal documents
Make domestic and international travel arrangements
Prepare expense reports
Maintain attorney continuing legal education credit records
Assist attorneys with outside counsel invoice review processing and with legal matter budget analysis and reporting, using OGCâ™s e-Billing system.
Use discretion, thoughtfulness, judgment, strong organizational skills, and keen attention to detail.
Office reception and general support work (10%):
Greet guests to the OGC
Answering phone calls
manage office supplies and keep inventory
Arranging office events
Accept service of court documents and provide notary services to the University Community.
Backup to the Executive Assistant and Office Manager supporting the Vice President and General Counsel
Provide backup support to other members of the administrative team who are on vacation or leave.
Professional and welcoming both in person and on the phone
Communicate effectively and efficiently but also with warmth and congeniality. All team members will
Assist with maintaining office equipment and supplies, ensure common areas and offices are presentable and perform other duties as assigned.
Must be an articulate, discrete, proactive and well-organized team-player capable of prioritizing and managing competing demands with tact and appropriate independent judgment.
5 + years of administrative support including calendar management and project management experience
General technology savvy and demonstrable expertise with MS Outlook, Word, Excel and PowerPoint, and Adobe Acrobat required.
Strong written and oral communication skills.
Meticulous attention to detail in all matters, and particularly relative to the creation, editing, proofreading, finalization and distribution of documents, and relaying messages.
Excellent organizational and project management skills. Must be capable of proactively managing attorneys' schedules (allowing sufficient preparation and travel time) and providing them with information that affects their priorities during the course of a hectic day.
Exquisite judgment, tact, professionalism, discretion and unquestionable integrity.
At least 5 years of high-level administrative support of attorneys and project management within a legal office
Experience with Serengeti/Legal Tracker, SharePoint, Concur and University software applications
Notary Public license preferred
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