Healthcare Legal Administrative Assistant

Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening.

Healthcare Legal Administrative Assistant

Department: Healthcare

Reports To: Office Administrator

Location: Dallas

FLSA: Non-Exempt

POSITION SUMMARY:

Jackson Walker, the largest law firm in Texas, has an exciting full-time employment opportunity for a Healthcare Legal Administrative Assistant in our Dallas office. The Healthcare Legal Administrative Assistant provides high-level administrative and document support to attorneys within the Healthcare Practice Group. This role supports efficient case and matter management through document preparation, coordination of regulatory filings, deadline management, and maintenance of accurate records.

The Healthcare Legal Administrative Assistant serves as a key resource to attorneys, clients, and internal staff, contributing to seamless workflow and exceptional service delivery while ensuring compliance with healthcare regulatory requirements and confidentiality standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative & Client Support

• Provide professional and responsive customer service by answering phone lines and communicating with clients, including healthcare providers, organizations, and regulatory bodies.
• Coordinate and schedule meetings, appointments, and travel arrangements.
• Handle incoming and outgoing mail, including certified and overnight deliveries.
• Submit expense reimbursements and request checks as needed.

Document Preparation & File Management

• Prepare, proofread, and format legal documents including correspondence, memoranda, contracts, and regulatory filings.
• Compile, scan, save, and profile documents within the document management system (iManage).
• Maintain and organize digital and physical files in accordance with firm and regulatory standards.
• Utilize advanced document formatting tools, including styles, cross-referencing, and track changes.
• Use Adobe Acrobat to edit PDFs, create bookmarked binders, and convert documents between formats.

Healthcare Regulatory & Case Coordination

• Assist with preparation and submission of documents related to healthcare regulatory matters, including filings with agencies such as CMS, HHS, and state health departments.
• Support attorneys with documentation related to compliance matters, audits, investigations, and reimbursement issues.
• Maintain and monitor deadlines and key dates using calendaring systems.
• Assist with gathering and organizing documentation related to healthcare transactions, licensing, and regulatory compliance.
• Ensure proper handling and secure management of sensitive healthcare information in compliance with HIPAA and other privacy regulations.

Billing & Financial Support

• Enter billable time for attorneys and assist with pre-bill revisions.
• Track paid and outstanding invoices.
• Coordinate with billing managers and accounts payable teams.

General Administrative Support

• Prepare and submit client intake forms and engagement letters.
• Provide overflow support and perform additional administrative duties as needed.
• Maintain strict confidentiality in all firm and client matters, including protected health information (PHI).

QUALIFICATIONS:

• High school diploma or GED required; bachelor's degree preferred.
• Minimum of 5 years' administrative experience supporting attorneys in a law firm environment, preferably within healthcare, regulatory, or compliance-related practices.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Advanced knowledge of legal document preparation, including formatting, table of contents, table of authorities, and track changes.
• Experience with document management systems (iManage preferred).
• Experience with e-filing systems, time entry, and legal database tools.
• Experience with conflict checks, client intake processes, and DocuSign.
• Familiarity with healthcare regulatory agencies such as CMS, HHS, and state health departments preferred.
• Basic understanding of HIPAA and healthcare privacy requirements strongly preferred.
• Excellent written and verbal communication skills with strong attention to detail.
• Strong organizational, time management, and multitasking skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Ability to handle confidential information with discretion.

WORK CONDITIONS:

This role operates in a professional office environment with little exposure to excessive noise or temperature.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, veteran status, sexual orientation, gender identity, pregnancy, genetic information, or any other characteristic protected by applicable federal, state, or local law and will not be discriminated against on the basis of disability. It is our intention that all qualified applicants are given equal opportunity and that employment decisions be based on job-related factors.

If you require a reasonable accommodation to complete the application or interview process, please contact us at BusinessProfessionalRecruiting@jw.com