Legal Administrative Specialist

Job Description: Reporting to the Contract Manager/Junior Staff Counsel ("Contract Manager") and in collaboration with other attorneys in the Office of the General Counsel ("Office"), the Legal Administrative Specialist provides administrative and operational support to the Office and the Board of Trustees. The role includes coordinating governance processes, supporting legal operations, maintaining records, and ensuring efficient day-to-day office workflow professionally and proactively. This position requires exceptional organizational skills, meticulous attention to detail, discretion, and excellent communication skills to handle sensitive and complex matters.

Location: Glenside

Key Responsibilities:
The Legal Administrative Specialist, under the direct supervision of the Contract Manager, assists with a wide range of legal and administrative functions. While the position's primary responsibility is to support the Contract Manager, it also assists in multiple areas and may take direction from other attorneys and General Counsel, including:

Board of Trustees Support:

• Assist with coordinating Board and committee meetings, receptions, and related events, preparing and distributing agendas, compiling and timely distributing meeting materials, scheduling rooms, and arranging A/V and catering.
  
• Attend Board and committee meetings, take minutes, and track attendance to support quorum and voting compliance.
  
• Serve as a supportive point of contact for trustee communications and requests, providing professional and timely responses.
  
• Support trustee onboarding, orientation, and training, and assist in planning Board orientations, retreats, and other related events.
  
• Assist in managing Board materials and records in the electronic Board portal, ensuring version control, secure access, and proper organization of sensitive documents.
  
• Coordinate training sessions for administrative staff supporting Board activities.
  
• Support trustee recruitment activities and candidate evaluation processes, including coordination of onboarding for new trustees.
  
• Assist in maintaining and continuously updating the Board resource library, corporate documents, and confidential records in the electronic portal.
  

Office and Operational Support:

Under the supervision of the General Counsel and primarily supporting the Contract Manager, the Legal Administrative Specialist assists with day-to-day office operations and legal administrative functions, including:

• Provide support for daily Office operations, including managing calendars, coordinating meetings and projects, maintaining filing systems, distributing mail, ordering supplies, and ensuring smooth overall workflow.
  
• Support maintenance of the library of legal templates, forms, and standard contract provisions under attorney guidance, ensuring consistency, accessibility, and proper usage.
  
• Assist in ensuring the correct templates and forms are used for each legal agreement or matter in accordance with established protocols.
  
• Record and manage incoming contracts, assigning them to the appropriate attorneys, and monitoring their progress through the review process.
  
• Assist with the preparation, formatting, and finalization of legal documents, contracts, and correspondence.
  
• Support maintenance of the University's policy library and manage policy revisions and review deadlines on time.
  
• Provide administrative support to the Policy Advisory Committee, including scheduling meetings, preparing and distributing agendas and materials, coordinating logistics, and maintaining records of discussions and decisions.
  
• Exercise judgment to assist in prioritizing tasks, resolving scheduling or logistical conflicts, and supporting the timely completion of projects.
  
• Track office expenses and maintain accurate financial records in accordance with University policies.
  
• Recommend and support the implementation of improvements to administrative procedures and office systems to increase efficiency and consistency.
  
• Organize and maintain electronic and physical filing systems for legal and governance documents, ensuring accuracy, accessibility, and confidentiality.
  
  

Essential Functions:
The following functions are essential to this position and must be performed with or without reasonable accommodation:

• Coordinate and attend Board and committee meetings.
  
• Maintain confidential records and internal electronic document management systems for legal and governance documents.
  
• Provide administrative support for daily office operations.
  
• Exercise judgment in prioritizing tasks and resolving scheduling conflicts.
  
• Handle sensitive and confidential information in compliance with FERPA and other applicable regulations.
  
• Collaborate effectively with attorneys, trustees, administrative staff, and external stakeholders.
  
• Work on-site at the University campus as required to perform essential job functions, including attending meetings, managing physical records, and coordinating events.

Qualifications:

Required Qualifications, Knowledge, Skills, and Abilities

• Bachelor's Degree preferred or equivalent experience.
  
• Three (3) to five (5) years of progressive administrative support experience, ideally in a legal, higher education, or professional services environment.
  
• Strong organizational and time management skills and attention to detail.
  
• Excellent verbal and written communication skills.
  
• Ability to work collaboratively in a team-oriented environment.
  
• Self-motivated, with the ability to manage multiple projects and deadlines.
  
• Proven ability to handle confidential and sensitive information with discretion and professionalism in a fast-paced office environment.
  
• Experience in client service or customer support roles, with the ability to field questions and provide clear explanations.
  
• Proficiency with Microsoft Office (Word, Excel, PowerPoint) and the Google Workspace.

Part-time non-exempt position (approx. 30 hours/week). Position requires regular on-site presence at the University campus, particularly for Board meetings, events, and coordination activities. Some administrative tasks may be performed remotely with supervisor approval. Must be able to manage workload effectively and respond to time-sensitive matters within established deadlines.

Application Instructions:

• Applications must be submitted online through Arcadia's Human Resources portal to receive full consideration. Please do not email application materials to the hiring manager. Due to the volume of applications received, communication will generally be limited to candidates selected for additional consideration.
• Application review will begin immediately. Posting will be removed from the website once we've established a sufficient talent pool for consideration.

Arcadia University is a top-ranked private University in Greater Philadelphia that provides a values-based, authentic educational experience by placing students at the center. The Institute of International Education has consistently ranked Arcadia first in the nation for study abroad, and the Princeton Review has ranked Arcadia among the "Best in the Northeast" for 10 consecutive years. The University's graduate programs in Physical Therapy, Physician Assistant, Education, and Public Health are nationally ranked in their respective categories by U.S. News & World Report, which cites Arcadia for being among the top study abroad programs and a top performer for social mobility. Arcadia is home to a close-knit and welcoming community that supports students throughout their journey. Arcadia's quality academic programs, unique approach to a liberal arts education, and supportive community guide students toward degree completion and career success. Learn more about our vibrant community at www.arcadia.edu.

We welcome candidates who can contribute to the excellence of our community. The successful candidate will demonstrate examples of ways they will incorporate our values in their work.

At Arcadia University, our Lived Values are the foundation of our highly regarded, values-based learning community, which reflects the world in which we want to live. As such, Arcadia actively seeks and welcomes candidates who embrace those values. Arcadia prohibits discrimination against individuals on the basis of ethnicity, national origin, ancestry, race, color, religion, creed, sex, gender, marital status, affectional or sexual orientation, age, gender identity, military or military veteran status, disability, family medical or genetic information, or any other legally protected characteristic. All offers of employment are conditional based on the successful completion of a background check. Employment may not begin until the University accepts the results of the background check.

Arcadia offers a competitive benefits package that includes excellent healthcare, generous tuition benefits for employees and their families, retirement benefits, health and wellness programs and resources, and much more.

Position Code:AC0276