| Primary Purpose |
Help shape the future of University of the Pacific’s Office of the General Counsel. Looking for a creative individual with technological and legal expertise to build out systems and processes to manage the administrative and paralegal functions of the office. This position provides executive, administrative and technological support to the Office of the General Counsel (OGC), and in particular the Chief General Counsel.
Reporting to the Chief Counsel General, the Legal Office Coordinator manages the daily administration of the office, oversees paper and electronic files, and also performs paralegal tasks such as contract review, document drafting, and subpoena response. The Legal Coordinator is also responsible for scheduling appointments for the Chief General Counsel and other legal staff. The role also provides business and budget reporting and analysis support for OGC and budget support for the Title IX Office and the Regents staff.
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| Essential Functions |
- Supports and assists the Chief General Counsel and other counsel in drafting and editing various contracts, policies, confidential letters, and other documents, and assisting in legal research.
- Manages office IT and liaises with University IT and outside vendors. This position is responsible for knowing and understanding industry specific best practices for legal office management and then making decisions that establish objectives, identify problems, and provide solutions that impact office operations, and after consultation with the CGC, develop a multi-year plan to keep the office at the forefront of technological advances, software development and business procedures to enhance the ongoing effectiveness and efficiency of office operations. The position requires a deep understanding and knowledge of specific software that is unique to the OGC, including various software programs for redlining, legal research and search capability across multiple programs. Responsible for strategic foresight and knowledge management to enable efficiencies by creating seamless access to legal and department institutional knowledge through organization and centralization of key templates, procedures and processes, memos, and other support tools.
- Responsibility for vendor management including maintenance contracts at the right rates and under optimal fee arrangements, manage outside contractor responsible for filing and maintaining up to date legal library resources, major equipment purchases such as copiers, computers, etc.
- Take or transcribe minutes of meetings and conferences, settlement discussions, or interviews, which may be from verbal or written instructions, longhand notes, rough drafts, audio files/dictation, or other materials. May be asked to check, insert and/or complete legal citations.
- Coordinates and works with outside counsel in the provision of legal services, acts independently and without direct supervision in the gathering and assembling documents and other information from various University departments as needed. Under direction, assists in responding to subpoenas; assists departments in identifying and producing responsive documents and responds to other requests by the University’s outside counsel or in the University’s response to other requests by third parties for information.
- Monitors the department budget for the OGC, Title IX Office, and Regents. Supports verification and submission of bills to the OGC from law firms, experts, and consultants for payment; works with outside vendors on resolving discrepancies or disputes; coordinates with other units within the university regarding appropriate payment for external legal services.
- Assists leadership with the preparation and management of budgets for the OGC, the Title IX Office, and the Regents. Prepares division journal entries, check requests, and budget transfers. Reconciles ProCards for the OGC, Title IX Office, and Regents staff. Works with Business and Finance regarding reporting and attends Business Manager Meetings.
- Performs confidential administrative duties for the OGC as assigned.
- Ensures that office files remain secure and organized. Coordinates storage of OGC documents in appropriate digital or paper records. Works with vendor to transfer files to/from a secure offsite location. Receives and processes invoices.
- Ensures adequate office supplies and acts as office librarian to the OGC. Determines need for and requisitions supplies, equipment, and repair and maintenance services for the OGC.
- Reviews incoming mail to the OGC, assesses next steps, and informs the CGCof the proposed course of action. Schedules and arranges meetings and conferences and notifies interested parties; arranges travel for legal staff. Assists in the preparation of financial reports; prepares travel vouchers, project tracking, expense reports, and other personnel records.
- Maintains calendar for the office to avoid scheduling conflicts and to inform of deadlines and appointments.
- Maintains strict confidentiality of the legal office, where some of the most sensitive University information is maintained. Follows office protocols in this regard. Maintains the highest degree of ethics, and integrity. Uses diplomacy and discretion in providing information and in referring and directing callers and visitors. Communicates effectively. Reports accurately and in a timely manner.
- Develops and provide training on OGC systems.
- Performs other duties assigned or requested.
University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.
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| Minimum Qualifications |
- Bachelor’s Degree.
- Five (5) years of increasingly complex work experience in support of an executive or corporate counsel.
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| Preferred Qualifications |
- Proficient in Windows, Microsoft Word, Excel, Outlook, PowerPoint, Adobe Acrobat.
- Experience with legal office management software.
- Ability to stay current with the ever-changing computing environment.
- Positive attitude and proven ability to work successfully with diverse populations.
- Able to effectively and professionally communicate verbally and in written form.
- Experience working in Higher Education.
- Paralegal Certificate.
- Demonstrated experience and understanding of the attorney-client privilege and of confidentiality in general.
- Knowledge of legal terminology and syntax.
- Familiarity of the content, organization, and format of legal documents and correspondence.
- Ability to perform under pressure during periods of high stress, ability to maintain effective working relationships with other employees and key personnel.
- Ability to conduct legal research.
- Knowledge of law regarding subpoenas.
- Organized, accurate and detail oriented.
- Be able to monitor and maintain confidential office records.
- Able to work independently and with only general direction on clerical tasks, prepare various reports and to compose effective correspondence.
- Experience in corporate transactional practice.
- Familiar with basic business contract issues, formatting, and drafting processes.
- Experience in litigation and claims handling.
- Knowledge of non-profit or corporate governance issues.
- Commitment to promote and enhance diversity and inclusion.
- Experience and sensitivity in working with people of diverse backgrounds and cultures.
- Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
- Ability to engage and integrate culturally responsive practices and knowledge in their work.
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| Physical Requirements |
The physical demands described here are representative but not definitive 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.
Requires extended periods of sitting and repetitive hand/wrist motion while using computer keyboard and phone. Very frequent climbing of stairs. Occasional standing, walking bending, stooping and reaching. Occasional lifting up to 25 pounds.
Work Environment/Work Week/Travel:
Work is primarily performed in a standard office environment. Work performed during standard business hours. Infrequent travel to offsite meetings.
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| Hiring Range |
$66,560.00 - $77,410.00 per year. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as market and organizational considerations when extending an offer. |
| Background Check Statement |
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening. |
| AA/EEO Policy Statement |
University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability. |