Position Overview
Primary Function:
Reporting to the Vice President and General Counsel, this position is responsible for providing advanced legal administrative support to the Office of General Counsel. The Legal Administrative Specialist serves as a key resource for legal operations, subject-matter management, contract administration, document preparation, compliance support, and the efficient functioning of the Office of General Counsel while exercising a high degree of professionalism, judgment, discretion, and confidentiality.
Position Appointment Details:
Career Band: 2D
FLSA Status: Exempt/Salary
Work Location: On-Site
Work Year: Full year
Work Schedule: Full time/40 hours per week
Position Reports To: Vice President and General Counsel
Position Description
Typical Duties & Responsibilities:
- Manage the administrative and operational functions of the Office of General Counsel, including monitoring and prioritizing telephone calls and email communications, serving as a primary initial point of contact for legal matters and inquiries, and overseeing mail intake and distribution services;
- Coordinate and schedule meetings, conference calls, training sessions, and travel arrangements;
- Maintain complex calendars, track legal and regulatory deadlines, monitor litigation and contract milestones, and ensure timely follow-up on critical matters;
- Work closely with members of the Office of General Counsel and University partners to maintain structured, searchable, and comprehensive matter files, including contract, litigation, employment, regulatory, compliance, and investigative matters; manage electronic records and oversee the opening, maintenance, and closing of legal files;
- Effectively, tactfully, and discreetly communicate with internal clients, outside counsel, opposing counsel, governmental agencies, and third parties to gather, organize, and convey information while handling highly sensitive and confidential matters;
- Prepare, revise, proofread, format, and assemble documents, contracts, correspondence, reports, presentations, board materials, subpoenas or discovery responses, and other legal and administrative documents; track revisions and identify inconsistencies between drafts;
- Conduct legal and factual research using available resources and compile information, summaries, chronologies, and supporting documentation for attorney review;
- Assist attorneys with contract administration, including reviewing contract status, maintaining contract databases, triaging and policy compliance;
- Support with litigation, claims, investigations, records requests, compliance reviews, risk management matters, and other legal projects by collecting, organizing, and maintaining relevant information and documentation;
- Coordinate matter intake, attorney assignments, and legal project tracking to ensure efficient workflow management;
- Assist with legal compliance initiatives, policy development, legal training programs, website content updates, and communications originating from the Office of General Counsel;
- Prepare reports, correspondence, spreadsheets, budgets, metrics, and other materials related to the operation of the Office of General Counsel;
- Review, process, and reconcile outside counsel invoices, legal service agreements, and departmental expenditures; assist with management of the Office of General Counsel budget;
- Maintain exceptional client service with administrators, faculty, staff, students, outside counsel, and governmental entities and positive public relations;
- Oversee the development, documentation, implementation, and continuous improvement of Office of General Counsel operating procedures, records management standards, and administrative workflows; ensure consistency and compliance with institutional requirements;
- Work with members of the Office of General Counsel to support the effective operation of the department, including departmental purchases, office equipment maintenance, records retention, and process improvement initiatives; and
- Perform other duties related to the effective administration and operation of the Office of General Counsel as assigned.
Judgment Required:
Exercises substantial independent judgment in developing approaches, resolving complex issues, and adapting practices to meet organizational needs.
Decision-Making Authority:
Makes independent decisions within established policies and the scope of assigned responsibilities; consults with the supervisor on significant or complex matters.
Budgetary/Financial Responsibility:
Monitors expenditures and/or prepares budget information for review and approval by the supervisor or department head.
Organizational Impact / Scope:
Work has significant impact across multiple departments, a division, or broad University functions.
Technology and Equipment:
Standard office equipment
University systems and platforms
Specialized software
