Legal Career Center

SENIOR LEGAL SUPPORT SPECIALIST, TEAM COORDINATOR

Location: Oakland
Job ID: 39180
Job Posting

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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

Reporting to the Legal Operations Manager, the Senior Legal Support Specialist (LSS), Team Coordinator performs the functions of a Legal Support Specialist in addition to acting as a team/practice group lead to ensure overall cohesive legal administrative support for one or more practice groups. The Senior LSS seeks input from other Legal Support Specialists and develops recommendations for improvements to work processes. The Senior LSS is responsible for documenting new processes, vetting same via management, and implementing and socializing process improvement.

May also implement and/or recommend practice group workflow improvements for equity across Legal Support Specialists' and Administrative Assistants' desks supporting the Legal Teams (comprised of attorneys, Legal Support Specialists and paralegals). Coordinates onboarding, and mentors and trains new Administrative Assistants and Legal Support staff. Assists in assembling hiring panels, and gathers and submits relevant confidential documentation to HR in conjunction with Legal Operations Manager. Ensures proper communication and support to all parties regarding absences and daily coverage across one or more practice groups. Recommends ongoing backup matrix assignments, updates LSS backup assistance systems, and teams with Legal Operations Manager to provide most appropriate support pairings.

Coordinates with Legal Operations Manager and one or more practice group attorneys to identify and fulfill ongoing and episodic resource needs. Teams with all other Legal Support Specialist staff and the Legal Operations Manager as a cohesive unit to meet overall UC Legal practice support needs locally and for campus support. Regular presenter and contributor in weekly LSS team meetings. Seeks out and participates in annual legal specialization or leadership professional development opportunities.

All members of UC Legal are expected to promote and maintain an equitable and inclusive work environment by practicing UC Legal's established Values for Principles of Community.

Responsibilities

• Performs attorney support activities to include preparing and distributing legal documents, complex scheduling for executives and attorneys, creation of presentations (PowerPoint, Visio, etc), small project work, drafting correspondence, processing reimbursements, arranging and managing travel, coordinating RFPs and panel interviews for outside counsel, and other relevant duties as assigned.
• Perform legal research of moderate complexity
• Serve as expert resource to attorneys and paralegals regarding UC travel, purchasing and entertainment policy and processing travel expense reports.
• Independently coordinate domestic travel arrangements for UC Legal - OGC attorneys and paralegals, manage scheduling appointments, update calendars of attendees, and ensure notification to attorneys and others of potential scheduling conflicts as they arise.
• May schedule depositions, review files, locate witnesses, and communicate with attorneys and court reporters to clear dates for litigation matters.
• Effectively communicates information, including highly confidential matters, between attorneys and paralegals and their clients.
• Frequently interacts with senior management and their assistants within UCL, the campuses, and outside counsel.
• Independently screens incoming mail, telephone calls and visitors and refers matters to appropriate parties.
• Serves as an expert resource to attorneys and paralegals in designing presentations, reports, brochures, web pages and other informational content and in using presentation software and spreadsheets to present positions and advice to clients, UC senior management, and to the courts. Proofreads all documents produced, checking for accurate spelling, grammar, style, punctuation and formatting, as well as ensuring that all attachments, exhibits and enclosures are complete.
• Provides expert-level document production services in accordance with the requirements of assigned attorneys and paralegals.
• May draft legal documents such as pleadings, motions, responses, notices, affidavits, claims, complaints, and Judicial Council forms for review by litigation attorneys and paralegals.
• Reviews and tracks notices, claims, affidavits, complaints, and lawsuit pleadings and coordinates with appropriate individuals within Office of the President, the campuses, UC's third party administrator, and outside counsel.
• Within parameters set by attorneys, independently responds to notices and pleadings.
• Under general supervision of attorneys, processes claims and complaints.
• Determines whether UC Regents were properly served.
• Originates and processes Settlement Authorization Requests following standard procedures and using existing examples.
• Oversees backup system for daily coverage during staff absences, and in times of high volume, assign overflow Legal Support Specialist work in one or more practice groups. Includes managing practice group workflow to the Administrative Assistants who support the Legal Teams.
• Actively participates in implementation of new office-wide technology to support needs of the practice group or department; serves in test groups to pilot new systems. Socializes and supports change when and where needed.
• Delivers regular presentations and participates as a high level contributor during team meetings and events.
• Assists with coordinating staffing changes across legal practice groups.
• Trains and orients new support staff members.
• Consults with attorneys on an ongoing basis, to ensure their legal support needs are met.
• Responsible for ongoing coaching and mentoring of LSS 3 staff and Administrative Assistants in consultation with Legal Operations Manager.
• Coordinates process and participates on interview panels in hiring new Legal Support Specialists and Administrative Assistants.

Required Qualifications

• Minimum of eight (8) years of relevant education and/or work experience.
• Advanced knowledge of legal terminology.
• Extensive experience in one or more legal practice areas.
• Outstanding communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.
• Ability to multi-task with demanding timeframes.
• Strong planning and organizational skills to deploy administrative support staffing effectively.
• Exceptional attention to detail.
• Advanced skills to research and problem solve administrative or legal issues to gather data from various sources and synthesize into reports or data for action by other legal department staff members.
• Thorough knowledge of process serving requirements.
• Advanced knowledge of filing and record tracking systems, both paper and electronic.
• Advanced knowledge of common computer applications.
• Ability to use discretion and maintain all confidentiality.

Preferred Qualifications

• Advanced knowledge of UC processes, protocols and procedures.
• Demonstrated skills in leadership, initiative and decision making.
• Coaching and mentoring skills to assist staff.
• Knowledge of UC policies and practices in regards to supervising employees.
• Detailed knowledge of all phases of California civil procedures, including Shepardizing, cite checking, venue, jurisdiction, pleadings, motions, discovery, appeals and the proper means and forms by which matters are submitted to the court system.
• Thorough knowledge of legal terminology, practices, and forms for litigation

Education: Associates degree in related area and / or equivalent experience / training.

SPECIAL CONDITIONS

This position is eligible for a remote work arrangement until April 2023. At that time, the employee may be required to report to work onsite in Oakland, CA on a regular schedule.

SALARY AND BENEFITS

Salary: $90,000 - $105,000 annual, commensurate with experience

UC Career Tracks job title and grade: LEGAL SUPP SPEC 4, 21

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 August 1, 2022. 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

August 2021 Update: The University of California has issued a policy requiring employees to be fully vaccinated against COVID -19 before physically accessing the University location or programs. Upon hire into a UCOP position, you will be provided detailed instructions on how to comply with this policy including access to the COVID vaccination at no cost. New hires to UCOP who work onsite or will come onsite for any activities at a UCOP or other UC location must comply with this policy within 8 weeks after their start date. The policy allows for employees to request approval for an exception or deferral. UC COVID-19 Vaccine 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=39180&PostingSeq=1jeid-df00aa57070de64980bb4183dc7373bb







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