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Legal Services Coordinator
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The Legal Services Coordinator plays a vital role in enhancing the efficiency and effectiveness of the legal department by managing core operational functions, including records, policy administration, claims, and litigation support. This position requires strong organizational, communication, and administrative skills to ensure compliance and support counsel.
Minimum Qualifications
- Bachelor’s degree and two years of related administrative, secretarial, and/or coordinator experience, OR an associate’s degree and four years of related administrative, secretarial, and/or coordinator experience.
- Demonstrated experience in a role requiring diverse problem-solving methods in a variety of situations.
- Possess excellent interpersonal, verbal, and written communication skills.
- Possess strong customer service, organizational and problem-solving skills.
- Intermediate-level proficiency with Microsoft Excel, Word, PowerPoint, Outlook and Access.
- Possess high degree of organization, accountability, logic aptitude, and follow-up skills.
- Ability to effectively complete work assignments independently.
- Ability and willingness to take initiative and ownership, prioritize and perform proactively.
- Ability to be flexible, adaptable and detail oriented.
- Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity.
- Four (4) years or more administrative support/secretarial experience with a law firm or an in-house environment.
Records and Compliance Management (12.5%)
- Coordinate the fulfillment of public records requests (e.g., Freedom of Information Act) and other required legal productions (e.g., subpoenas, court orders), including interpreting requests, gathering/reviewing responsive records, applying authorized redactions/objections in consultation with counsel, and tracking assignments on the mandated public records log.
- Maintain and administer legal department records and client management systems, ensuring accurate data entry, file organization, and adherence to retention schedules.
Policy Administration (12.5%)
- Manage the lifecycle of university policies from proposal to final publication. This includes tracking requests, collecting stakeholder feedback, processing proposed changes, and administering the online policy register and proposal system.
- Assist in the development and enforcement of a policy style guide, providing guidance to stakeholders for consistent policy drafting and researching policies at peer institutions.
Claims and Litigation Support (25%)
- Serve as the primary liaison for Workers’ Compensation claims, responding to inquiries from injured workers, reviewing incoming correspondence from the Bureau of Workers Compensation, and coordinating with counsel/external servicers to investigate and gather records for disputed claims.
- Provide comprehensive litigation administrative support, including processing invoices for litigation expenses (e.g., court costs, expert fees), assisting counsel with gathering and organizing evidence, drafting and administering litigation holds, and coordinating legal events (e.g., interviews, hearings).
- Review routine legal filings, such as collections and bankruptcy matters, and refer them to appropriate counsel.
Office and Financial Administration (50%)
- Manage office financials including budget oversight, expense tracking, processing payments/reimbursements, vendor management, and overseeing the administrative consummation of approved legal settlements.
- Act as the primary point of contact for the legal office, managing client intake, triaging sensitive inquiries, scheduling meetings, and providing general administrative and clerical support (e.g., proofreading correspondence, managing mass e-mailings).
- Assist in the creation and distribution of critical reports for executive leadership, the Board of Trustees, and the Attorney General (e.g., Quarterly Litigation Report, Policy Report).
- Assist in preparing client communications, including training materials, legal updates, and OGC website content.
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