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Manager, Legal Services Fund Administration
Job Code
1054
1054
Department Name
Legal Fund Admin
Reports To
Director, Operations & Strategy
FLSA Status
Exempt
Union Code
N/A
Management
Yes
About Us:
Building Services 32BJ Benefit Funds (“the Funds”) is the umbrella organization responsible for administering Health, Pension, Retirement Savings, Training, and Legal Services benefits to over 185,000 SEIU 32BJ members. Our mission is to make significant contributions to the lives of our members by providing high quality benefits and services. Through our commitment, we embody five core values: Flexibility, Initiative, Respect, Sustainability, and Teamwork (FIRST). By following our core values, employees are open to different and new ways of doing things, take active steps to improve the organization, create an environment of trust and respect, approach their work with the intent of a positive outcome, and work collaboratively with colleagues.
The Funds oversees and manages $11 billion of dollars in assets, which are made up of many, varied and complex funds. The dollars come from a number of sources, including the property owners who pay into the funds on behalf of their employees, and as such, requires those who oversee and manage the money to be highly skilled financial management people.
32BJ Benefit Funds will continue to drive innovation, equity, and technology insights to further help the lives of our hard-working members and their families. We use cutting edge technology such as: M365, Dynamics 365 CRM, Dynamics 365 F&O, Azure, AWS, SQL, Snowflake, QlikView, and more.
Please take a moment to watch our video to learn more about our culture and contributions to our members: youtu.be/hYNdMGLn19A
Job Summary:
The Building Service 32BJ Legal Services Fund supports a large, and geographically diverse membership base of approximately 185,000 active members annually. While not all eligible members access legal services each year, the Fund is responsible for ensuring access, coverage, and compliance for this population across multiple jurisdictions and areas of law. The Fund provides coverage across a broad range of legal matters, with Immigration matters representing the largest share of cases, followed by Matrimonial and Family Law matters. These legal services are provided by Staff Attorneys, who are directly employed by the Fund and primarily handle matters arising in New York City, and Cooperating Attorneys (CA), who are external counsel retained and paid by the Fund to handle cases outside New York City, matters involving conflict of interest, or cases requiring geographic reach beyond the Fund's in-house capacity. The Legal Services Fund is supported by a team of 58 professionals, consisting of 16 staff attorneys, 10 paralegals, 10 intake specialists, 4 legal assistants, 7 operations staff, and 11 management staff members.
Under the supervision of the Director, Operations & Strategy, the Manager, Legal Services Fund Administration is responsible for managing the administrative operations of the Legal Fund, including supervising non-attorney personnel, evaluating and managing the Fund's information systems, assisting in the management of the Fund's finances, supporting the coordination of the Fund's client services and evaluation, managing and supervising the facilities of the Fund. The Manager, Legal Services Fund Administration assists the Fund's supervising staff in recruitment, training and improving the total quality of the practice of law for the Fund.
Essential Duties and Responsibilities:
- Manage hiring, onboarding, and professional development for the Legal Fund, including recruitment and training of staff in collaboration with the supervisory team and Benefit Funds' HR department
- Supervise personnel, including Intake Specialists, Assistant Manager and Administrative staff in performing the duties necessary to support the goals of the Legal Fund
- Provide coaching and constructive feedback to staff members to promote staff development
- Strengthen and/or develop operations and systems including case management, calendaring, timekeeping, expense tracking, vendor management, personnel files, and maintain/develop policies and procedures documents
- Work with Human Resources on recruitment and employee relations for the Legal Fund, including counseling personnel who are not complying with Fund procedures and standards and taking disciplinary action if necessary
- In conjunction with the Fund's Director and the Human Resources team, participate in collective bargaining negotiations
- Organize and facilitate staff meetings and multiple touch points for communication among the organization's stakeholders
- Maintain personnel records for all employees
- Maintain records of CLE compliance for Attorneys
- Maintain and update Legal Fund policies
- Administer the Fund's timekeeping records and maintain accurate documentation
- Serve as back-up for regular processing of financial processes including Positive Pay, Escrow, NACHA and ACH systems in addition to responding to requests made by auditors
- Drive Fund culture initiatives to foster collaboration and staff engagement
- Conduct periodic evaluations of the technology equipment used by the Fund, including hardware and software to determine whether upgrades or elimination are required
- Manage records retention, including information storage and retrieval
- Maintain directories and storage of document templates across departments, and proactively make updates as needed
- Coordinate and implement procedures concerning members' eligibility
- Manage the telephone system, including assessments to ensure the Fund has a cost effective and up-to-date system
- Monitor call analytics and reports
- Handle coordination of IT service tickets
- Work with Legal Fund supervisors in creating efficiencies and identifying new initiatives within their departments
- Manage all aspects of the accounts payable process, including payment of vendor invoices, drafting of memos, contract negotiations, and maintaining documentation
- Perform testing of hardware and software platforms as needed
- Manage departmental vendors and contracts (e.g., malpractice insurance, library and research tools)
- Manage interpreter relations and organize interpretation for calls, in-person meetings, and court appearances
- Office space planning, including renovation of office space when necessary
- Coordinate with Facilities regarding new and ongoing maintenance requests
- Requisition of office furniture, including assessment of accommodation requests in conjunction with Facilities as required
- Maintain office equipment, including printers/copiers, scanners, fax machines, postage and other mail equipment
- Coordinate with relevant entities in any supplies request, including ordering of Legal Fund supplies
- Coordinate with the Mailroom and IT on any digital mail or physical mail processes including daily mail run coverage
- Manage the legal intake program, including quality and accuracy of client interactions, ensuring timely review of complaints, accurate records and reporting
- Perform quality review checks of staff-client interactions
- Administer all aspects of the Legal Fund's seminar program
- Collaborate with Member Engagement and Communications on member outreach initiatives
- Answer inquiries from clients, vendors, and other Funds
- Coordinate the preparation and periodic updating of the Fund's informational materials
- Display sensitivity and nuance in the handling of client matters
- Anticipate the additional resources necessary to provide legal services to a growing base of members
- Performing any other relevant, related or pertinent work or duties as requested or assigned by Legal Fund supervisors
Qualifications (Competencies):
- 4+ years of experience in the operations of a complex and busy organization
- Prior experience in legal administration, legal operations, or legal project management preferred
- Confidence in taking initiative, thinking creatively, problem solving, working well under pressure, and managing projects effectively
- Ability to autonomously manage multiple tasks, projects, and responsibilities in parallel
- Excellent supervision skills and enthusiasm for leading and managing people
- Strong organizational, planning, and time management skills
- Exceptional attention to detail
- Strong oral and written communications skills, including editing and proofreading skills
- Experience working collaboratively and coordinating responsibilities with colleagues across departments on projects
- Experience using software/technology that supports legal operations (e.g., case management, time-keeping, expense and invoice processing, accounting, call center, etc.)
- Proficiency with Microsoft Office, Adobe Acrobat, and experience with spreadsheets and databases
Soft Skills (Interpersonal Skills):
- Strong active listening skills and demonstrates attentiveness to concerns raised by staff
- Exercises sound judgment when prioritizing competing demands, handling sensitive matters, and escalating issues appropriately.
- Navigates sensitive information with discretion, professionalism, and emotional intelligence.
- Adaptable to changing organizational needs and changes.
Education:
Master's degree preferred, Bachelor's degree required in Political Science, Legal Studies, Business Administration, or other relevant fields required.
Language Skills:
Bilingual in English and Spanish preferred
Reasoning Ability:
High
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.
- Under 1/3 of the time: Standing, Walking, Climbing or Balancing, Stooping, Kneeling, Crouching, or Crawling
- Over 2/3 of the time: Talking or Hearing
- 100% of the time: Using Hands
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- 1/3 to 2/3 of the time: Work near moving or mechanical parts, exposure to radiation, moderate noise.
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