Litigation Administrator

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Litigation Administrator

Job Profile Title

Legal Coordinator

Job Description Summary

The essential function of this position is to provide in house counsel support for litigation, transactional, real estate, and other general business operations of the Office of General Counsel. In this capacity, the Litigation Coordinator will regularly exercise independent judgment and discretion and operates under generalized supervision. Works closely with counsel, clients, departments, paralegals, and secretarial support in maintaining various litigation, transactional, and corporate activities as they relate to university court cases, hearings, depositions, agencies, and other relevant caseloads. Coordinates and drafts legal documents, forms, coordination of filings, legal research and fact-finding, provision of notices and maintenance and/or development of relevant databases, acceptance of service/responsibility for subpoenas directed to university and health system units, and special projects as assigned. Maintains, processes, and organizes university bankruptcy, foreclosure, and judgment notices. Draft and file bankruptcy pleadings and escrow documents. Process Proof of Claim forms related to bankruptcy matters. Maintain electronic and physical organization of university tax and bankruptcy documents, including court cases, hearings, depositions, and other court-related material.

Job Description

Job Responsibilities

• Provides litigation support with student, faculty, and other general university matters. Work with attorneys to investigate allegations, prepare responses to complaints, interview witnesses, take statements, gather evidence, create case investigation folders, and prepare a chronology of facts for  cases. Assist attorneys in preparing  and responding to  discovery requests and prepares responses to administrative agency complaints. Provides factual research and information from a variety of resources. Organize and index exhibits, preparing binders, and manage case tracking system.

• Reviews , prepares mark-ups of and with input from attorneys, negotiate revisions to university non-disclosure agreement. Develops case summaries, status reports, indexes, and outlines. Creates and maintains form documents, policy manuals and other standard documentation as required.  Assists counsel in drafting agreements, and other related documents for the university, health system, and its components; assists in preparing matters for court, agency hearings and arbitrations; and coordinates responses to subpoenas and agency documents requests. Serves as a liaison between attorneys, third parties, clients, witnesses, vendors, experts, and agency personnel.

• Assists with acceptance of service/responsibility for non-Health System subpoenas served at the university, including third party requests for students’ information, staff and employment records, and other health system-related matters, including complying with valid subpoenas, and assisting with responses to agency requests for information. Facilitates, tracks, and maintains records regarding answers to subpoenas and information requests regarding student records (academic, medical, financial, and conduct) and other university matters. Organizes and gathers information from various departments and entities as it relates to subpoena requests. Uses independent judgment when handling various requests. Determines validity; notifies responsible parties, assembles records, etc., assists in responding to requests for production of documents, subpoenas and due diligence activities as needed. Coordinates insurance and risk management activities with Health System and university activities.  Assists counsel with medical, legal, and corporate research including obtaining copies of statutes, regulations, ordinances, corporate filings, and cases as directed; investigates facts and assembles materials and information to prepare cases for attorney action.

• Interacts with representatives of university and outside government agencies regarding fact finding, interviews and hearings, extensions of time for responses, etc. Assists in the coordination of work delegated to outside legal counsel in the above areas. Maintains tickler for litigation documents; works closely with counsel, administrative staff, contract administrators, paralegals, secretarial support, and other personnel in maintaining various relevant databases.

• Coordinates and responds to litigation holds from beginning to end of the life cycle of a matter, which includes drafting litigation hold letters and instructions, coordinating with attorneys and Information Technology to gather and preserve relevant documents, and communicating with attorneys and employees regarding various stages of the litigation hold process. Documents process throughout to capture each step from beginning to end.

• Maintains, processes, and organizes university bankruptcy, foreclosure, and judgment notices. Draft and file bankruptcy pleadings and escrow documents. Process Proof of Claim forms related to bankruptcy matters. Maintain electronic and physical organization of real estate and bankruptcy documents, including court cases, hearings, depositions, and other court-related material.

• Perform additional duties as assigned.

Qualifications

• Minimum of 3-5 years’ experience as a paralegal in a university or hospital legal office, law firm or corporate office setting with proven strong drafting & organizational skills required; Bachelor’s Degree and Paralegal Certification required; superior computer skills in a PC-based, Microsoft Office (365) environment (MS Office including Word, Excel, Access, PowerPoint, Outlook), as well as electronic research skills using Lexis-Nexis, Westlaw, document management systems, commercial databases,  and other Internet resources; must be able to work cooperatively with staff at all levels, able to successfully work on multiple assignments at once and respond quickly to competing time demands, organized, be motivated to work hard and take pride in his/her work; must be careful, accurate, thorough and detail-oriented; outstanding interpersonal and presentation skills are essential. Prior experience as a litigation paralegal or similar. Impeccable verbal and written communication.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

President's Center

Pay Range

$43,919.00 - $87,000.00 Annual Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile. 

Affirmative Action Statement 
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements 
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

• Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

• Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

• Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

• Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

• Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay