Legal Career Center

LEGAL OPERATIONS COORDINATOR

Location: Oakland
Job ID: 23634

Job Posting

For UCOP internal applicants, please login to the internal candidate gateway at: Jobs at UCOP

UC OFFICE OF THE PRESIDENT

At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.

The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President

DEPARTMENT OVERVIEW

UC Legal - Office of the General Counsel (UCL) provides legal services to the university, including representation, advice, research and training. We also provide legal opinions to the Board of Regents, administration, faculty, staff and others acting on the university's behalf. We report jointly to the Board of Regents and the president.

POSITION SUMMARY

Under general direction, the Legal Operations Coordinator provides UC Legal-wide administrative litigation and other practice group support for legal practice groups.

Collaborates with paralegals, legal support specialists, attorneys, and litigation and e-discovery support staff to complete and manage incoming client related legal projects and assignments. Provides back up for Legal Operations Coordinator teammate(s) in entering new matters and maintaining data integrity for reporting, audit, etc. Communicates and establishes processes and procedures related to proper information management; corrects errors, trains others and leads operational and / or procedural assignments that require the exercise of considerable discretion and independent judgment related to important UC Legal related activities. Also may communicate with clients at campus locations to maintain data integrity of matter management system and trains and communicates proactively with staff and attorneys re same.

Tasks involve the handling of confidential information related to litigation practice and other legal practice teams as needed. The Coordinator must understand the implications of their work and make recommendations for improvements. Works on operational and/or procedural assignments that are moderately difficult, requiring the exercise of considerable discretion and independent judgment. May provide back-up assistance for other administrative functions as needed.

This is a position that is not covered by the Higher Education Employer-Employee Relations Act (HEERA), because they are: 1) Confidential meaning employee's duties normally require access to confidential information which contributes significantly to the development of management's positions in bargaining or grievances; or 2) the employee is employed outside of California at a location with 100 or fewer employees.

Responsibilities

60%

• Completes and manages incoming client related legal projects and assignments especially related to litigation, e-discovery, electronic file management, conversions, etc.
• Proactively communicates in writing, via video conference, telephone and in person with manager and executive stakeholders on a frequent basis to complete sensitive and timely issues, priorities, protocols, projects, etc.
• Applies specialized office software that includes NetFile, NetDocuments, CounselLink, Access, Filemaker Pro, or similar programs.
• Uses knowledge and experience with work processes and systems to identify, develop, and recommend ways to streamline or improve them.
• Trains and communicates with UC Legal team members on any changes and best practices.
• Supports onsite service of process for UC systemwide at Oakland location as needed.
• Scans incoming SOP, routes to all designated parties with proper communication, and ensures logging and distribution in accordance with policy.

25%

• Acts as primary back up in maintaining UC Legal data integrity in matter management systems by:
  • Coordinating and executing all steps of the matter and file opening and closing processes in the software.
  • Scanning and uploading documents into the document management system.
  • Developing forms and processes to streamline procedures and tasks.
  • Performs data validation, auditing and reconciliation.
  • Determines methods and procedures on new assignments.
  • Applies somewhat complex Excel formulas, pivot tables, and similar functions for reports.
• Compiles and assembles disparate spreadsheets using subject-matter knowledge of the material to ensure data results are consistent with the nature of the data.

15%

• Creates engaging, effective and informative PowerPoint presentations with data, media, and other content in collaboration with paralegals, legal support specialists and attorney populations.
• Prepares correspondence and other written materials for department management and / or faculty requiring some specialized knowledge of the subject matter.
• Drafts, edits and proofreads written materials for content and consistency.

Required Qualifications

• Thorough knowledge of administrative procedures and processes. Strong word processing, presentation, spreadsheet and database application experience.
• Strong verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills.
• Experience managing sensitive and confidential information.
• Interpersonal and work leadership skills to provide effective guidance to other team members.
• Familiar with or able to learn basic legal terminology, definitions and numerous codes and abbreviations.
• Excellent attention to detail.

Preferred Qualifications

• Data entry, management, and reporting experience.
• Experience working on highly detailed tasks with executives involving information that is confidential and subject to attorney-client and work product privilege.

Education

• High school diploma or equivalent experience required
• Bachelor's degree or equivalent experience preferred

SPECIAL CONDITIONS

• Due to COVID-19 restrictions, work for this position is being performed remotely. The selected candidate may be required to report to work in Oakland, CA when onsite operations resume.
• https://policy.ucop.edu/doc/5000695/SARS-CoV-2_Covid-19

SALARY AND BENEFITS

Salary: $27.78 - $32.52/hour (approximately $58,000 - $67,900 annually), commensurate with experience

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

ADDITIONAL INFORMATION

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

The first review date for this job is September 20, 2021. The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy

EEO STATEMENT

The University of California, Office of the President, is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. EEO/AA Employer UC Nondiscrimination Policy

The University of California, Office of the President, strives to make this job board accessible to any and all users. If you have comments regarding the accessibility of our website or need assistance completing the application process, please contact us at: Accessibility or email the Human Resource Department at: epost@ucop.edu



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucop/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=19&JobOpeningId=23634&PostingSeq=1

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