Legal Operations Coordinator

Details

Posted: 18-Mar-24

Location: Oakland, California

Salary: Open

Categories:

Chancellor/President
Executive

Internal Number: 5109965

Legal Operations Coordinator
Location: OaklandFull Time
Job ID: 63742
Job Posting
For UCOP internal applicants, please login to the internal candidate gateway at: Jobs at UCOP
Position Base: Oakland
Location: UCOP - Franklin Building
UC OFFICE OF THE PRESIDENT
At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.
The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President
DEPARTMENT OVERVIEW
UC Legal - Office of the General Counsel (UCL) provides legal services to the university, including representation, advice, research and training. We also provide legal opinions to the Board of Regents, administration, faculty, staff and others acting on the university's behalf. We report jointly to the Board of Regents and the president.
POSITION SUMMARY
Under the supervision of the Legal Operations Manager, Practice Support, provides administrative support to one or more legal practice groups. Organizes information for matters, calendars hearings and other matters, schedules meetings, drafts and edits documentation and correspondence, creates and runs reports, manages legal records per existing procedures. Activities include scanning, copying, filing and setting up new matters, drafting and disseminating routine correspondence, and assisting with developing forms and procedures to streamline procedures and tasks. Works on operational and/or procedural assignments that are moderately difficult, requiring the exercise of considerable discretion and independent judgment. Tasks involve the handling of information that is confidential and subject to attorney-client and work product privilege. Understands implications of work and makes recommendations for solutions. Determines methods and procedures on new assignments.
By practicing UC Legal's established values, all team members are expected to promote diversity and maintain a workplace that is collaborative, supportive, respectful of differences, and committed to fairness and diversity in all interactions, both within and outside the team.
Responsibilities
40%

• Coordinates conferences/meetings, calendars hearings and other matters.
• Scans, copies, and converts electronic files to pdfs.
• Manages practice area documents/data appropriately for discovery and other purposes.
• Manages incoming voicemail and routes appropriately.
• Prints and mails practice area correspondence in office.
• Organizes exhibits, prepares binders for hearings, etc.
• Additional miscellaneous duties as required.
• Participates in internal committees and initiatives to promote diversity, equity, and/or inclusion, or more broadly in the legal or local community.

25% Legal Administrative Support

• Performs administrative coordination for legal practice areas and client records per existing procedures.
• Prepares audits and produces excel spreadsheets for reporting purposes.
• Edits and proofreads written materials for content consistency.
• Participates in internal committees and initiatives to promote diversity, equity, and/or inclusion, or more broadly in the legal or local community.

25% Project Management and Data Analysis

• Applies complex Excel formulas, pivot tables, and similar functions to compile spreadsheets using subject-matter knowledge of the material to ensure data results are consistent with the nature of the data. May analyze trends.
• Utilizes specialized office software to track and manage information and documentation. This may include NetDocuments (document management) and eCounsel (matter management). Updates information and works on sensitive operational and/or procedural assignments, priorities, protocols, et cetera.

10% Prepares correspondence and other written materials, including system and procedural documentation, for department management; requires some specialized knowledge of the subject matter.
Experience
Minimum of 2 years of relevant experience is required.
Skills and Abilities
Required Qualifications

• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Excellent verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Strong interpersonal skills.
• Ability to manage sensitive and confidential information with discretion.
• Strong attention to detail; able to track and manage multiple priorities and projects for different teams with competing deadlines.
• Strong electronic file management, manipulation, presentation and organizational skills.

Preferred Qualifications

• Experience with NetDocs, SharePoint site creation, and/or CounselLink or other legal client matter software and document management systems.
• Excel foundational experience for creating formulaic reporting,
• Outlook calendaring expertise.
• Experience creating multi-media presentations/slide decks.

Education
High school diploma and/or experience and training is required
SPECIAL CONDITIONS
The person hired will be required to reside within California and report to work on-site at UC's Office of the President (UCOP) located in Oakland, CA on a regular basis. Current policy requires that a new employee work on-site at least two days a week on Tuesdays and Wednesdays ('anchor days').
SALARY AND BENEFITS
Job Title: Admin Assistant Confidential 3
Job Code: 007373
Salary Grade: Grade 18
Payscale: $31.13 - $35.44 / hour (approximately $65,000 - $74,000 annual), commensurate with experience
Full Salary Range: $26.05 - $43.96 / hour (approximately $54,400 - $91,800 annual)
The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
ADDITIONAL INFORMATION
HOW TO APPLY
Please be prepared to attach a cover letter and resume with your application.
APPLICATION REVIEW DATE
The first review date for this job is February 1, 2024. The position will be open until filled.
CONDITIONS OF EMPLOYMENT
Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP
Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs , as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.
EEO STATEMENT
The University of California, Office of the President, is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. EEO/AA Employer UC Nondiscrimination Policy
The University of California, Office of the President, strives to make this job board accessible to any and all users. If you have comments regarding the accessibility of our website or need assistance completing the application process, please contact us at: Accessibility or email the Human Resource Department at: [email protected] .
To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucop/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=19&JobOpeningId=63742&PostingSeq=1
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