Career Center

Legal Support Specialist

Location: Santa Cruz
Job ID: 58912

JOB POSTING

NOTIFICATIONS

The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California's COVID-19 vaccine program.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website.

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 10-23-2023



ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Chancellor's Office, the Office of Campus Counsel supports the mission and purpose of the University of California, Santa Cruz campus and the UC system-wide Office of General Counsel. The Office of Campus Counsel is responsible for representing the campus on all legal matters, including providing oversight of and legal advice to the Office of Information Practices. The Privacy and Information Practices office administers the campus's response to requests for public and subpoenaed University records and provides technical and practical assistance to the campus on matters related to public access to records maintained by the University. As representatives of Chancellor's Office, immediate staff are expected to model the UCSC Principles of Community in their interactions with senior leaders, faculty, students and staff at all levels of the organization, with colleagues throughout the UC system and in their interactions with agencies, organizations and individuals outside of the UC system. Staff are expected to support the universities commitment to diversity efforts - participating in Diversity Committee events, and complying with University efforts such as diversity awareness training.

More information can be found at: https://infopractices.ucsc.edu/

JOB SUMMARY

Working under the general supervision of the Privacy & Information Practices Director and in close collaboration with the Privacy & Information Practices Analysts, the Privacy & Information Practices Legal Support Specialist (LSS) provides administrative support to the Privacy & Information Practices Unit and assists in providing the University's response to public records requests, information practices requests, and third-party subpoena requests. Excellent communication skills and a high attention to detail are required. The LSS must work in an environment that requires a high level of confidentiality. There is a heavy workload, with pressing deadlines and shifting priorities, requiring that work be completed promptly with a high degree of accuracy. The ability to adapt to constantly shifting priorities, strict and sometimes competing deadlines, and unexpected urgent situations is critical. Teamwork is essential.

APPOINTMENT INFORMATION

Budgeted Salary: $32.04 - $36.93/hour. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: LEGAL SUPP SPEC 3 (007382)

Travel: Never or Rarely

JOB DUTIES

20% - Record Requests Intake

• Accepts, examines and analyzes public records requests, information practices requests, and third-party subpoenas; working with requestor to focus or refine scope as necessary in order to respond to requests within legal time constraints. Ensure non-disclosure when appropriate.
• Analyze subpoena and supporting documentation to determine validity and adequacy.

15% - Record Retrieval/Internal Communication

• Conducts the fact gathering necessary for the retrieval of records and information. Identify and contact internal staff record custodians at all levels providing details of request and overview of laws and regulations, communicating the university's obligation to respond, and coordinate collection with record proprietors.

15% - Written communication

• Drafts, edits, and modifies documents including correspondence, reports, presentations, and proposals for external transmission and/or review by director, analysts, attorneys, and/or paralegals

15% - Database management

• Maintains official campus record of all record requests and materials distributed. Assist director and analysts in keeping official campus record up to date. On a project basis and using the department's data, compile analytical reports regarding the University's response to records requests.

15% - Office administration

• Maintains files and contacts lists. Develops, updates, and maintains data in spreadsheets and databases (hard copy and primarily electronic). Performs department cashiering duties. Prepares and distributes invoices. Maintains calendars for the department to ensure legal deadlines are met. Schedules and arranges meetings, conferences, and travel for the director and analysts. Maintains supply inventory, office machines, general office environment organization, unit filing systems, and purge schedules. Maintains department websites.

10% - Organize records

• Gathers, filters, scans, organizes, and synthesizes large quantities of records (electronic and hard copy) and other information for own action or by director, analysts, attorneys, and/or paralegals.

10% - External Communication

• Interact with external entities to negotiate due dates and obtain documentation sufficient for release of confidential and highly sensitive medical and mental health, including doctor-patient and psychotherapist-patient privileged records, employment, and education records.

REQUIRED QUALIFICATIONS

• Associates degree in related area and / or equivalent experience and / or training.
• Thorough knowledge of legal terminology.
• Advanced knowledge of a computerized office environment and common computer applications including word processing, spreadsheet, databases, electronic mail programs and systems, standard office equipment and procedures such as scheduling meetings and coordinating multiple calendars with Google calendar or similar software.
• Strong interpersonal skills and political acumen with the ability to establish and maintain effective and collaborative working relationships in a diverse and inclusive environment with all levels of the organization.
• Strong verbal communications and active listening skills.
• Strong writing skills, excellent editing and proofreading abilities to draft and prepare a variety of professional correspondence, reports, and procedures.
• Excellent organizational skills and ability to respond promptly to changing priorities and to complete a number of projects with competing deadlines and frequent interruptions.
• Excellent attention to detail, record keeping, and file management skills to organize, accurately document, and retrieve data in a variety of configurations.
• Ability to interpret and apply complex policies, procedures and information, to recommend or implement solutions on own initiative and to make sound administrative/procedural decisions and judgments.
• Strong research and problem-solving skills with the ability to obtain information from a variety of sources and materials and organize into a comprehensive package.
• Ability to exercise discretion, confidentiality, and sound judgment in dealing with sensitive or potentially controversial matters.

PREFERRED QUALIFICATIONS

• Thorough knowledge in one or more legal practice areas including: California Public Records Act, Information Practices Act, third-party subpoena document production.
• Experience at the professional level in a research-oriented higher education setting, law firm, in- house counsel, public agency or other similar entity.
• Knowledge of UC processes, protocols, and procedures.
• Ability to understand and modify HTML code within the campus Web Content Management System (WCMS) or willingness to learn.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work long periods of time at a computer with or without accommodation.
• Will be required to work a hybrid work schedule, days of the week and number of days to be determined, and be able to fulfill requirements of the UCSC telecommuting agreement.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to maintain appearance and conduct suitable for working in a professional setting.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

EEO/AA

The University of California is an Equal Employment 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.



APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=58912&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.







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