Office of General Counsel Office Administrator - AZ

Summary

This position provides administrative support to the Vice President and General Counsel, Associate General Counsel and Assistant General counsel, typical of a paralegal and legal secretary.  This role is responsible for performing administrative work requiring the independent exercise of discretion and excellent judgment using specialized knowledge of law office organization, operations, and the unique procedures and practices present in a busy in-house legal practice.

Essential Duties and Responsibilities

• Provide litigation assistance for attorneys including preparation of pleadings, motions, discovery, correspondence, trial exhibits and notebooks, verdict research, court docket tracking, calendaring of all hearings and trial dates, e-filing of pleadings and motions with state and federal courts, preparing subpoenas, serving documents, and other litigation-related tasks.
• Provide transactional assistance for attorneys including preparation of contracts, agreements, corporate filings and corporate documents, manage and track related timelines, and other transactional-related tasks.
• Review and proofread legal documents and prepare to discuss critically the contents of those documents.
• Initiate composition of various documents, including correspondence with internal and external parties and administrative documents according to established guidelines, protocols, and/or instruction.
• Attend meetings as needed to assist with taking notes and anticipating follow-up work.
• Compile information, create, and maintain various legal reports and projects within established timelines.
• Research, collect, and analyze data accurately and thoroughly from reports, files, and databases using online legal and business resources.
• Assist with maintaining and managing document management databases used by the office.
• Track, process, and request payment upon approval of vendor invoices using appropriate University processes.
• Track, process, and arrange for payment of attorneys’ dues, subscriptions, and conference registrations.
• Assist with the tracking and reconciliation of expenses and payments, including expense reports and budget reconciliation.
• Maintain office supplies including processing orders online, process E-checks, purchase orders, and related documents for supplies and resource materials.
• Assist with scheduling attorney travel and processing of approval, payment and submit reimbursement reports (via Concur) for department-approved travel and conference expense reimbursement.
• Organize and maintain electronic and hardcopy litigation, transaction, and office files.
• Answer telephone calls and email inquiries, greet visitors in a courteous and timely manner, forward inquiries to the appropriate department member.
• Coordinate and schedule appointments, maintain attorney calendars.
• Process incoming/outgoing mail while maintaining high degree of confidentiality.
• Act as liaison between attorneys and key stakeholders at the University and external third-parties, escalating issues when needed.
• Coordinate and assist with additional projects and events as necessary.
• Other duties associated with tasks typical of a legal operation.
• Other duties as may be assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. This individual must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Other Qualifications

• Excellent interpersonal communication skills in both oral and written communication, maintaining cooperative relations within the University and external contacts.
• Maintain a high level of decorum, discretion, tact, and confidentiality with respect to sensitive matters and/or situations.
• Possess excellent organizational skills, attention to detail and have the ability to work well under pressure to manage multiple priorities and deadlines for themselves as well as Department members.
• Extensive knowledge of legal/litigation office operations. Ability to work concurrently on a wide variety of projects and work effectively with others, as well as independently.
• Demonstrate ability to establish and maintain cooperative relationships with those contacted in the course of work and respond to sensitive matters and/or situations with discretion, tact, and confidentiality.
• Maintain high profile decorum in the office in speech, demeanor, manners, and professional attire; upholding the standard for the University, following all policies, procedures and objectives at all times.
• Demonstrate eagerness to learn and assume responsibility; seek out and accept increased responsibility; display a “can do” approach to work.
• Show persistence and seek alternative solutions when obstacles arise.
• Accept direction and feedback from supervisor and follow through appropriately. 

Education

Minimum requirement is a bachelor's degree; preference given to a master's degree or equivalent graduate work.  However, substantial and relevant professional experience may be considered in place of some or all of the preferred advanced education. 

Experience

Requires a minimum of five years of legal office experience directly supporting partner level attorneys.  Preference given to experience in managing a solo or multiple attorney office, as well as other higher level administrative skills.           

Computer Skills                                               

Computer proficiency in MS Office (Word, Excel, Outlook, Publisher, Access Database, and PowerPoint).  Proficiency in PACER, Courtlink or related local, state, and federal court filing software.  Familiarity with Adobe Pro X, Nitro and related software programs preferred. 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms.  The employee is regularly required to sit, talk and hear.  The employee must occasionally lift and /or move up to 20 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderate. ,

Disclaimer:

The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.  

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance.  We offer flexible spending accounts including healthcare reimbursement and child/dependent care account.  We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days.  We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program.  Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility. 

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, and regulation. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/).  Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.