Position Summary: Under general direction from the Practice Support Manager, the Legal Operations Administrative Assistant 3 responds to and completes the Office of the General Counsel's administrative practice support requests from involved parties via SharePoint, email, and in person communications. Collaborates with paralegals, litigation support specialists and attorneys to manage all incoming service requests for practice support including document management (file, copy, scan, combine, collate, pdf management, etc.) , service of process, compile and produce urgent project requests, and other special projects . The incumbent will also enter new matters, and backup Legal Operations Coordinators as needed. Establishes processes to complete and streamline administrative projects, and communicates changes and practices office-wide. Manages the University's receipt of service of process for the Office of the General Counsel. Requires independent judgment related to important, sensitive and highly confidential material and UC Legal related documents and activities. Communicates frequently with clients locally in Oakland and at campus locations.
Tasks involve the handling of confidential information related to litigation practice and other legal practice teams as needed. The Administrative Assistant must understand the implications of their work and make recommendations for improvements. Works on operational and/or procedural assignments that are moderately difficult, requiring the exercise of considerable discretion and independent judgment. Will provide back-up assistance for other administrative functions as needed.
This is a position that is not covered by the Higher Education Employer-Employee Relations Act (HEERA), because they are: 1) Confidential meaning employee's duties normally require access to confidential information which contributes significantly to the development of management's positions in bargaining or grievances; or 2) the employee is employed outside of California at a location with 100 or fewer employees.
Special Conditions of Employment: Overtime Successful clearance of a background check is required for this critical position.
Other Special Conditions of Employment: Successful clearance of a background check is required for this critical position.
Job Close Date: $CloseDate
Reacts to administrative support requests via Sharepoint and completes same on time and with a high degree of accuracy. - Completes document productions, exhibit binders and copy/scan projects. - Scans and uploads relevant documents into the document management system. - Develops forms and processes to streamline procedures and tasks. Manages receipt of service of process and tracks same for the University. - Determines methods and procedures on new assignments and collaborates with staff and attorneys to meet deadlines.
Prepares correspondence and other written materials for department management requiring some specialized knowledge of the subject matter.
Drafts, edits and proofreads written materials for content consistency.
Legal Administrative Support
Applies somewhat complex Excel formulas, pivot tables, and similar functions. Compiles and assembles disparate spreadsheets using subject-matter knowledge of the material to ensure data results are consistent with the nature of the data.
Proactively communicates in writing, via telephone and in person with attorneys, paralegals and legal operations staff on a frequent basis to update on status of projects and delivery date/time.
Applies specialized office software that include NetFile, NetDocuments, CounselLink, Access, Filemaker Pro, or similar programs.
Project Management and Data Analysis
High school diploma or equivalent education and experience.
Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
Strong verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills.
Experience managing sensitive and confidential information.
Data entry, copy, scan, Adobe PDF management, computer file management experience.
Familiar with or able to learn basic legal terminology, definitions and numerous codes and abbreviations.
Excellent attention to detail.
Bachelor's degree or equivalent education and experience
Experience working on highly detailed tasks involving information that is confidential and subject to attorney-client and work product privilege.
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.
Copyright 2017 Jobelephant.com Inc. All rights reserved.
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.