Legal Administrative Assistant

Who We Are:

System Administration, which also houses the Office of the President, is located in the uptown neighborhood of Denver with a few smaller offices located on the campuses.  Many of our departments support the educational and research missions of the four University of Colorado campuses, but System Administration is not considered a campus. We provide diverse opportunities for professional development, innovation, and collaboration with talented staff and faculty.  Learn more about CU System Administration .

University Counsel has a dual report to the Board of Regents and the President of the University and includes several legal functions that provide an array of services to the University of Colorado system. The Office of the University Counsel provides legal advice to the Board of Regents, the president, system administration and the campuses.

Position Summary:

This position exists to provide administrative and legal support services to the OUC Boulder.  The Legal Administrative Assistant reports to the Senior Managing Associate University Counsel Boulder Campus and is exempt from the State of Colorado Classified Staff system.

Where You Will Work:

This position is located on the Boulder Campus and will follow a hybrid work model. Part work from home, part in office. 

Diversity and Equity:

The University of Colorado System Administration Office is committed to recruiting and supporting a diverse workforce. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities, persons within the LGBTQ+ community and all veterans.

Duties & Responsibilities:

Duties and responsibilities of the position include, but are not limited to:

The Legal Administrative Assistant’s primary activities and functions support OUC Boulder and include the following administrative and legal support functions:

Front Desk Support:

• Phones: answers incoming calls and checks the voicemail for the OUC Boulder Office main phone line
• General Correspondence: receives, scans, and distributes all incoming and outgoing communications including general e-mail, postal mail, FedEx, fax, etc.
• Reads and analyzes submissions, letters, agendas, memos, and other materials; determines significance of materials; routes materials to appropriate personnel in a timely and efficient manner
• Greets visitors including university, state, and federal officials

Meeting, Training, and Scheduling Support:

• Schedules and calendars meetings and deadlines and resolves associated conflicts
• Arranges training for OUC Boulder attorneys and staff and training provided by OUC Boulder to internal and external constituents; files for associated CLE credits
• Ensures meeting rooms have adequate equipment such as conference phones, screens, and other technology
• Makes travel arrangements for OUC Boulder attorneys, staff, and guests (such as an invited speaker) using Concur and other university resources
• Assists in the preparation and distribution of any associated materials
• When requested, takes notes, records meeting discussions and prepares minutes

Office Supplies and Equipment:

• Maintains inventory and office supplies; anticipates office needs; evaluates new products; placing and, as necessary, expediting office supply orders through Marketplace
• Serves as the information technology (IT) liaison and coordinates maintenance and repairs, as needed
• Ensures operation of office equipment; troubleshoots malfunctioning office equipment; orders maintenance, coordinates service calls, or replaces equipment as necessary
• Serves as building proctor and reports maintenance issues

Financial Duties:

• Prepares mileage and expense reports through Concur
• Processes bills and invoices for approval and payment

Maintains Office Files:

• Maintains general office files, legal materials, and correspondence; creates and copies files/records as necessary; and updates files/records through purging as directed
• Opens, closes, and maintains matters on a windows file server and a matter management software system (Team Connect)
• Maintains the office law library including legal publications and updating reference materials
• Maintains contract log which includes logging contracts in and out, assigning contracts to attorneys, and providing signature routing advice to constituents
• Maintains settlement log and records
• Maintains and assists with various legal reports as assigned

Writing, Editing and Document Support: 

• Creates and maintains office templates
• Drafts correspondence, extension requests, entries of appearance, and other minor pleadings upon request
• Proofreads and edits letters, memos, pleadings, briefs, and other documents
• Coordinates and notarizes documents for the university’s legal and other business

Additional Legal Support:

• Reviews, issues and monitors legal hold notices as directed
• Collects information and documentation from university constituents, including calendar information to docket hearings
• Organizes documents and data collected as directed by case team members 
• Files entries of appearance, requests for extensions of time, and other pleadings and correspondence with government agencies as assigned
• Reviews and redacts protected information from records, as assigned, including FERPA and PII

Other Duties:    

• Provides leave and backup coverage for two legal support positions within the scope of duties as described above
• May perform other duties as assigned

What We Offer:

Salary: The anticipated hiring range has been established at $52,400-57,600.

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The above salary range (or hiring range) represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Benefits: The University of Colorado offers an excellent benefits package including:

• Medical: Multiple plan options
• Dental: Multiple plan options
• Additional Insurance: Disability, Life, Vision and Wellness
• Retirement 401(a) Plan: Employer contributes 10% of your gross pay
• Paid Time Off: Accruals over the year
  • Vacation Days: 22
  • Sick Days: 15
  • Holiday Days: 10
• Tuition Benefit: System employees have the benefit on all campuses 
• ECO Pass: RTD Bus and light rail service
• Additional Perks & Programs: Click here to access a few more Perks and Programs

Click here to access our Total Compensation Calculator to see what your total rewards could be at CU. This position is a University Staff position.

Additional taxable fringe benefits may be available.

More information on benefits programs, including eligibility, is available at www.cu.edu/employee-services/ .

Qualifications:

Minimum Qualifications:

Please ensure your resume includes any and all relevant experience to be accurately assessed against these qualifications.  You must meet all minimum requirements listed at the time of application to be considered for this role.

• Bachelor’s degree from an accredited institution of higher education, or equivalent professional experience (professional experience may be substituted for the educational requirement on a year-for-year basis)
• One (1) year experience working in an office setting providing administrative support to a department and/or manager or director
• Certified Colorado Notary Public, or be eligible to obtain commission within 12 months of hire

Preferred Qualifications:

• Two (2) years’ reasonably related experience, as indicated above, may substitute additional relevant education (e.g. a paralegal degree or certificate) for some experience
• Prior experience with matter management software
• Prior experience working in a legal office or executive office setting
• Prior experience in a higher education setting

Knowledge, Skills and Abilities

To be successful in this position, employees will need to know the following:

• Interact with a wide range of university constituents and present themselves professionally and with discretion and confidentiality at all times
• Adhere to the office’s attorney-client and work product privilege and the university’s confidentiality obligations under various statutes (e.g. FERPA, PII, Personnel File) with respect to its records and information 
• Excellent oral and written communication skills, excellent organizational abilities, strong analytical and problem-solving skills, and proactive work ethic
• Organizational and time management skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, organize and facilitate meetings, and make decisions
• Ability to prioritize work among assignments and meeting specific deadlines on projects
• Ability to establish and maintain good working relationships with co-workers, supervisors, constituents, and the public
• Ability to thrive in a dynamic, fast-paced environment, to prioritize tasks and adapt to quick changes while remaining diligent
• High attention to detail
• Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, PowerPoint, and Adobe Acrobat
• Ability to learn and master new technology to perform job duties

COVID-19:

The University of Colorado has a requirement for COVID-19 vaccinations and full completion of the attestation form within the first 30 days after hire date.  Information regarding this requirement, and exemptions can be found at https://www.cu.edu/vaccine-requirement

How to Apply:

For full consideration, please attach the following as separate documents to your application:

Please ensure you check the “Job Specific Attachments” box next to each document on the “Required Documents” page of the application for the appropriate documents to be attached.

When to Apply:

For full consideration completed applications must be submitted by February 6th, 2023.  Reference checking is a standard step in our hiring process. You may be asked to provide contact information, including email addresses, for up to five references as part of the search process for this position. *Please note: All application materials must be submitted through CU Careers; emailed materials will not be considered.*

Background Check Statement:

The University of Colorado is committed to providing a safe and productive learning and living community. To achieve that goal, we conduct background investigations for all final applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history. The Immigration Reform and Control Act requires that a verification of employment eligibility be documented for all new employees by the end of the third day of work. The University of Colorado is committed to diversity and equality in education and employment.

ADA Statement:

We are committed to an inclusive and barrier-free search process. We provide accommodations for applicants requesting accommodation through the search process such as alternative formats of this posting.  Individuals with disabilities in need of accommodations throughout the search process should contact the ADA Coordinator at: [email protected] .