Job Description:

The position Legal Administrative Coordinator provides administrative support for the office, drafts form agreements and responds to a variety of document requests.  The responsibilities include managing and maintaining file systems, drafting correspondence and reports, schedule meetings, and responding to information requests. The Legal Administrative Coordinator will also gain sufficient understanding of the work and operations of the OGC to respond to inquiries and/or determine the appropriate attorney to defer more complex issues.

Major Responsibilities:

-Provide wide range of administrative duties in direct support the Office of General Counsel.

Coordinate, organize, and execute administrative tasks. Upload appropriate documents to the office data management system. Maintain filing system, including scanning, closing and shredding of paper files.  Receive, review, and file all incoming correspondence.  Proof, draft, and finalize various correspondence, legal documents, and reports.  Organize necessary correspondence responses or filings (to senior administrators, outside counsel, third parties, courts and administrative agencies), scheduling witness interviews, copying and distributing documents as necessary format and proof documents; process documents for mailing. Manage and maintain schedules, calendars, and appointments.  Answer telephone calls (including responding to routine requests, determining who the appropriate attorney is for a particular matter, determining when calls require immediate escalation, making and returning calls, as needed, managing some calls independently).  Assist the Executive Assistant with the archiving and storage of office files.  Provide other administrative duties as otherwise required or needed.   

-Respond to information requests and assist with litigation matters and document production in support of the Office of General Counsel (OGC).

Receive, track and respond to information requests sent to the OGC, including, but not limited to: FERPA requests, document subpoenas and personnel file requests.  Responsible handling bankruptcy and collection matters.  Assist on litigation matters, including responding to discovery requests.  Assist with mass document production that involves analyzing, cataloging, and copying correspondence, policies, and other exhibit items. Provide project support as needed.

-Organize electronic files, prepare initial drafts of form agreements, draft reports and assist as needed within the OGC. 

Open and close electronic files for contract review/drafting, real estate matters, litigation matters/lawsuits and administrative complaints.  Ensure documents are in the appropriate files and files are filed/stored electronically in the correct location.  Draft and maintain reports for OGC (including monthly litigation report and other reports as needed).  Prepare drafts of severance/separation agreements, assumption of risk and release agreements, contract amendments. Coordinate Litigation Management Plans with outside counsel, assist with other projects as needed (assist with drafting training materials etc.). Responsible for ensuring that documents are properly executed.

Education and Experience:

• Bachelorâ™s degree preferred, Associateâ™s degree required
• 2-3 years of related experience, or an equivalent combination of skills, education, and experience

Job Competencies:

• Must be able to maintain confidentiality
• Strong organizational, administrative and time management skills.  Initiative and judgement to independently problem solve and prioritize
• Excellent attention to detail and accuracy
• Ability to work independently, but also as a strong team member; must accept instructions and guidance,
• Effective oral and written communication skills and good command of grammar; ability to research, analyze and summarize information
• Ability to juggle shifting priorities and multiple projects
• Computer experience and continued interest in maintaining skills; computer proficiency in word processing, including knowledge of Microsoft Word, Excel, PowerPoint and familiarity with internet research processes. Office uses ActionStep (a law office time and matter management system) and archived information in FileMaker; must have ability to learn software programs
• Well organized and flexible to respond to shifting priorities
• Demonstrated ability to support a community of diverse perspectives and cultures in an inclusive environment.

Criminal and Education Background check satisfactory to Brown University.

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Submission Guidelines:

Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

Still Have Questions?

If you have any questions you may contact employment@brown.edu.

EEO Statement:

Brown University is an E-Verify Employer.

Brown University is committed to fostering a diverse and inclusive academic global community; as an EEO/AA employer, Brown considers applicants for employment without regard to, and does not discriminate on the basis of, gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.