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LEGAL OPERATIONS COORDINATOR

Location: Oakland
Job ID: 37382
Job Posting

For UCOP internal applicants, please login to the internal candidate gateway at: Jobs at UCOP

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

DEPARTMENT OVERVIEW

UC Legal 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, 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.

POSITION SUMMARY

Reporting to the Director of Legal Business Operations &Technology, the Legal Operations Coordinator 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 & Technology 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, legal document templates and workflows, and website maintenance.

By practicing UC Legal's established values, this position contributes to a workplace that is collaborative, supportive, respectful of differences, and committed to fairness and diversity in all interactions, both within and outside the team. It also supports UC Legal's commitment to increasing and maintaining diversity in the legal profession.

Responsibilities

• As an active member of the Legal Operation support team assists and responds to facilities requests, equipment set-up and troubleshooting, listservs and miscellaneous issues as needed. Evaluates and liaises with ITS (including Telecommunications), Building Services or outside vendors as needed concerning issues with photocopiers, fax machines, phones, etc.
• Supports Law Library activities, including account management, ordering, routing, indexing, and responding to requests. May include invoice review.
• Administers internal mail processes and procedures. Sorts, scans and delivers mail throughout the department; manages outgoing mail. Develops and utilizes systems and performs filing as needed.
• Manages UC Legal website instance and UCL job postings on 3rd party sites. Uses specialized, legal-specific database applications: searching and updating content, producing reports. May analyze trends.
• Administers MCLE [Mandatory Continuation of Legal Education] program for UC Legal attorneys. Assesses proposed events and materials; hosts events; and provides credits.
• Coordinates logistical arrangements for conferences involving multiple parties, receiving limited direction. Working with clients, determines room and equipment needs.
• Act as liaison between UC Legal and other UCOP departments, including Human Resources, Business Resource Center, Building Services and Information Technology.
• 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.
• 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.

Required Qualifications

• 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.
• Ability to learn new systems and processes, and contribute to continuous improvement.

Preferred Qualifications

• Working experience with troubleshooting printing machines and other office hardware.
• Experience working in a legal department and/or library setting.
• Experience with website management and editing. Use of content management system(s).

Education

High school diploma or minimum five years of applicable 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.

SPECIAL CONDITIONS

This position is approved for a hybrid work schedule and is required to report to the office in-person at least three (3) days each week.

SALARY AND BENEFITS

Salary: $28.74 - $32.57/hour (approximately $60,000 - $68,000 annual), commensurate with experience

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

ADDITIONAL INFORMATION

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 is June 28, 2022. The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP

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

EEO STATEMENT

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

The University of California, Office of the President, strives to make this job board accessible to any and all users. If you have comments regarding the accessibility of our website or need assistance completing the application process, please contact us at: Accessibility or email the Human Resource Department at: epost@ucop.edu



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucop/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=19&JobOpeningId=37382&PostingSeq=1jeid-1092355e0a5be7458e66ef0c3d541b4b







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