Legal Operations Administrator

If you are a current Barnard College employee, please use the internal career site to apply for this position.

Job:

Legal Operations Administrator

Job Summary:

The Office of General Counsel (OGC) provides legal research, analysis and legal services to Barnard College. All members of the OGC staff work collaboratively within OGC and Barnard College to mitigate legal risks, manage a variety of confidential and complex issues in a face-paced higher education environment, exercise independent judgment and function effectively with internal and external audiences.
Reporting directly to the General Counsel, the Legal Operations Administrator establishes and administers an efficient management system for OGC to operate smoothly and effectively. The incumbent provides executive-level and project management to the General Counsel, as well as the General Counsel direct reports who provide legal services to Barnard College.

Job Description:

The Legal Operations Administrator:

• Plans, organizes and executes administrative, financial and operational responsibilities for OGC

• Supports the triage and prioritization of activities of OGC team in a fast-paced environment to increase productivity and overall effectiveness of services

• Plays a key role in managing performance metrics, project timelines, various reports, data requests, and communication by tracking and driving completion of key deliverables

• General and other administrative and office management duties as assigned, including but not limited to back-up contract administration.

Duties & Responsibilities:

Administrative Support

• Communications:

  • Manage correspondence including directing and addressing inquiries via telephone, general email inbox, or mail; maintain chronologies

  • Assist in the preparation of responses and information requests

  • Manage OGC website

  • Prepare onboarding documents for OGC staff

• Calendaring:

  • Maintain OGC calendar and individual attorney calendars with upcoming deadlines and renewals

  • Coordinate inter and intra department meetings; manage agenda, meeting notes and follow-up

  • Manage travel arrangements for OGC staff

  • Schedule and manage room reservations, guest reservations for OGC office; facilities and maintenance requests 

• Filing:

  • Maintain all digital and physical office files and records.

  • Manage and track ongoing matters 

• Budget:

  • Manage OGC budget and expenditures; prepare budget reports, process bills for payment.  Assist with outside counsel billing.

  • Assist in the preparation of the department’s annual budget

• Research and Project Support

  • Conduct legal research on issues related to the work of the office

  • Assist in the preparation of training materials and presentations

• Notarize documents

Legal Operations Support

• Litigation support

  • Compile information, conduct research and respond to subpoenas and other document requests

  • Assist in the preparation of legal motions and memoranda

• Work with outside counsel to manage State Charity Registrations

• Work with Provost’s Office and outside counsel to coordinate and prepare routine filings and faculty visas, as necessary

• Work with Human Resources regarding Conflicts of Interest and Antitrust filings

• Work with the Registrar’s Office to manage music licenses

• Research and Project Support

  • Under direction of an OGC attorney, conduct legal research on issues related to the work of the office

  • Assist in the preparation of training materials and presentations

• Contract maintenance and administration 

  • Under the direction of an OGC attorney, 

    • Conduct a review of College contracts and participate in contract negotiation

    • Prepare contracts for the College

    • Review and advise College departments of contractual business terms

    • Process contracts for signature

    • Implement and maintain contract database

Skills, Qualifications & Requirements:

Knowledge, Skills & Abilities:

• Ability to work in stressful and sensitive situations, prioritizing work as appropriate

• Ability to work with all levels of management

• Ability to meet deadlines, remain calm in the face of deadlines and handle difficult and sensitive situations/information with utmost diplomacy and discretion

• Reliability, discretion and respect for confidentiality

• Extremely well organized, detailed oriented, efficient, responsible and must have strong interpersonal skills

• Excellent oral and written communication skills, research, interpersonal and organizational skills

• Demonstrated ability to work effectively, independently and cooperatively with others

• Comfortable handling multiple projects, sometimes stressful demands and inevitable interruptions

• Ability to proactively identify problem areas and make appropriate recommendations to ensure optimum productivity and efficiency

• Discretion and comfort working with highly confidential legal matters

• Ability to think ahead, prioritize and follow through

• Demonstrated ability to handle multiple projects, set priorities and meet deadlines

• Ability to work in-person at least three (3) days per week

Minimum Qualifications:

• Bachelor’s degree required, or the equivalent in education, training and experience required

• 3-5 years of experience as a paralegal in a law firm or corporate legal department

• Excellent organizational skills

• Experience with budgeting

• Excellent judgment and problem-solving skills; comfort with exercising both

• Possess proven ability to effectively work with diverse faculty, staff and student populations.  

• Must have a Notary Public License or agree to obtain Notary license within the first year of employment

• Demonstrated proficiency with Microsoft Office (Word, Excel, and PowerPoint), Google platform, Adobe tools. Experience with desktop publishing and web software

Preferred Qualifications:

• Legal experience or experience within a college/university strongly preferred

• Excellent organizational skills and interest in developing and maintaining systems that keep the office and its numerous projects well-organized

Salary Range: $65,000 - $73,000 annually

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the College's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Company:

Barnard College

Time Type:

Full time