Legal Administrative Support Specialist, Legal Department
Wake Forest University

Job Info

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** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.Job Description SummaryProvides administrative and clerical support for the Legal Department. Supports the day-to-day activities of the Legal Department's attorneys and paralegals. In coordination with the Executive Assistant to the Vice President and General Counsel, serves as a primary point of contact and liaison with internal and external constituencies and helps coordinate the workflow in our high-volume office environment.Job Description

Essential Functions:

• Provides primary administrative and clerical support for the Legal Department's attorneys and paralegals.

• Coordinates efficient phone, e-mail, and written communications between attorney and client in a pleasant and professional manner and oversees the main telephone line for the department.

• Maintains calendars, schedules appointments and meetings for the members of the Legal Department and prepares agendas and takes notes during meetings, as required.

• Processes incoming and outgoing materials, data entry, filing, scanning, copying, general mailings, etc. with attention to detail.

• Schedules reservations for conference room and other meeting spaces, provides set-up prior to meetings (including arrangements for audio-visual services) as needed, and completes basic cleaning/straightening before and after meetings.

• Orders, tracks, and maintains office materials and supplies ensuring inventory is available, including maintenance and supplies for office equipment.

• Assists with planning and organizing departmental events.

• Makes travel arrangements, including airline reservations, car rentals, hotel reservations, etc., as needed.

• Processes departmental bills and reimbursement requests for payment.

• Assists with routine drafting of correspondence under attorney or paralegal supervision.

• Understands and uses correct legal terminology, standard formats, and procedures to prepare documents.

• Responsible for document and file storage, retrieval, and record keeping.

• Along with the Executive Assistant to the Vice President and General Counsel, helps maintain the Legal Department's electronic matter management system and provides support to other users of the system in the Legal Department.

• Tracks Continuing Legal Education requirements and professional organization memberships for attorneys and paralegals.

• Complies with University policies and procedures applicable to the position and the duties.

• Other duties as assigned.

Required Education, Knowledge, Skills, Abilities:

• Three to five years of related administrative experience, or an equivalent combination of education & experience.

• Superior customer service skills, with the ability to maintain composure & effectiveness when faced with difficult situations. A professional demeanor toward all colleagues, visitors, students, staff, faculty, alumni and others.

• Understanding of confidentiality standards and requirements applicable to a law office and institution of higher education, and commitment to abide by such standards and requirements.

• Ability to prioritize duties in a high volume, fast-paced professional environment.

• Ability to work efficiently and effectively to organize information.

• Strong attention to detail.

• Excellent verbal and written communication skills.

• Demonstrated capacity to develop & maintain effective working relationships with constituents reflecting a broad range of identities, perspectives, and experiences.

• Excellent computer and technical skills, familiarity with Google Workspace tools and Proficiency in MS Office with expertise in Microsoft Word, Excel and Outlook.

• Proficiency using web-based software applications (i.e., Microsoft Suite, Google Applications, internet browser).

• Proven ability to acquire knowledge of new systems and web-based software solutions in a short period of time.

• Ability to work on multiple projects simultaneously and meet deadlines.

• Ability to take ownership of work with minimal supervision

Preferred Education, Knowledge, Skills, Abilities:

• Bachelor's or Associates degree

• Ability to maintain knowledge on changing regulations, requirements, and procedures across the department and related entities.

• Notary Public

• Experience in a legal office or knowledge of legal terminology

• Experience in an institution of higher education

Accountabilities:

• Responsible for own work.

Time Type Requirement

Full time. This position is primarily in-person working from the Legal Department's office with the option for remote work one day per week.

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

Additional Job DescriptionTime Type RequirementFull timeNote to Applicant:This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.

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