Under the direction of the General Counsel, this position is responsible for providing professional legal and administrative support primarily to the General Counsel, but will also provide additional support to the Risk Management Analyst and the Executive Assistant to the Vice President of Business Affairs. This position will provide various administrative support services for General Counsel, such as clerical duties, coordination of office activities, scheduling meetings, preparing legal documents, performing basic legal research, maintaining files, answering the telephone and greeting visitors.
This position requires the ability to maintain a professional and friendly demeanor in a fast-paced environment, easily handling multiple simultaneous requests. Work is performed under general supervision with moderate latitude for the use of initiative and independent judgment. Perform high level administrative support and duties for the Associate Vice President & General Counsel.
- Welcomes guests and visitors as the initial point of contact with the public for the General Counsel.
- Answers the telephone, mail, and responds to email inquiries.
- Responsible for a wide range of administrative and office tasks including coordinating conference calls, organizing and maintaining files, drafting correspondence, preparation of presentations, performing legal research, maintaining calendars, and other basic office functions.
- Coordinates travel arrangements and prepares or processes related paperwork and files.
- Arranges travel including scheduling transportation and making hotel reservations.
- Conduct preliminary factual investigations of complaints filed with regulatory agencies, compilation of materials, and prepares related reports.
- General file management, including organizing and maintaining legal files and materials so that they are easily accessible and may be retrieved without compromising the confidentiality or privacy of the information contained therein.
- Gathering, organizing, and assembly of documents to be used for hearings/trials or other purposes.
- Basic legal research and understanding of statutes, case law, opinions, and rules and regulations.
- Prepares business and legal correspondence and legal papers in connection with motions, responses, and subpoenas under the supervision of the General Counsel.
- Assists in preparing responses to legal inquiries, subpoenas and records requests.
- Composes routine letters and memoranda and prepares reports, prepares, proofreads, and edits legal and administrative documents.
- Reviews legal documents to ensure they are in proper format and contain all necessary portions or related documents for court acceptance; files legal documents with proper entities.
- Maintains record-keeping and filing systems, organizes, indexes, and files legal and administrative documents.
- Maintains highly confidential and sensitive information including attorney-client privilege documentation.
- May prepare statistical and administrative reports.
- Maintains office supplies by checking inventory and placing orders.
- Helps prepare the office budget and monitors expenditures.
- May assign and/or supervise the work of others.
- May occasionally assist the Vice President of Business Affairs with other duties on an as-needed basis.
- This list of essential duties, tasks and responsibilities is not all-inclusive; individual will perform other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
- Ability to work respectfully and cooperatively with University constituents.
- Knowledge of legal practices and terminology; and of spelling, punctuation, sentence structure, and grammar.
- Diversified computer skills and office equipment on a range of applications and systems including word processing, spreadsheet, database applications, legal research software programs, document and matter management, digital imaging, presentation software, as well as ability to use internet and email proficiently.
- Knowledge of content and format of legal documents.
- Ability to prepare legal correspondence and documents; to maintain files and records; to interpret rules, regulations, policies, and procedures.
- Knowledge of office practices, procedures, machines, and equipment.
- Knowledge of the organization and composition of business letters, minutes, reports, charts, and numerical and tabular materials.
- Ability to follow complex instructions.
- Ability to communicate professionally and effectively, both orally and in writing.
- Ability to transcribe documents from written, oral or computer generated formats.
- Proficiency in Microsoft Office, including Word Office.
EDUCATIONAL REQUIREMENTS / QUALIFICATIONS:
- Associate Degree or its equivalent.
- Four to six years progressive experience in legal secretarial and/or paralegal work in a high volume law office, preferably in higher education, in-house corporate or governmental agency.
The work environment characteristics described here are a representation of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The term "qualified individual with a disability" means an individual with a disability who, with or without reasonable accommodation, can perform the essential functions of this position.
While performing the duties of this job, the employee is regularly required to communicate professionally in person, over the telephone, through email and other electronic means, move about the office and University, handle various type of media and equipment, and visually or otherwise identify, observe and assess. The employee is occasionally required to lift up to 10 pounds unless otherwise specified in the job description.
The intent of this job description is to provide a representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description. Saint Leo University is an Equal Opportunity Employer and embraces diversity as a critical step in ensuring employee, student and graduate success.
Job ID 2017-1524
Job Locations US-FL-Saint Leo