Job Description

Posting number: CU40767

Department: University of Colorado - System Administration

Job classification: NON-CLASSIFIED

Posting type: Open

Categories: Administrative Assistant, Legal, Higher Education

To apply, please go to: https://cu.taleo.net/careersection/2/jobdetail.ftl-job=40767

Join Our Team and Make a Difference in Higher Education!

At the System Administration office at the University of Colorado, we are dedicated to building a workplace where everyone feels valued, supported, and empowered to thrive. Our office is committed to fostering a culture where employees find community, a sense of belonging, and the opportunity to contribute meaningfully to our mission and purpose.

By joining our team, you’ll have a direct impact on shaping the future of higher education. In addition to the Office of the Board of Regents, the University of Colorado’s system administration includes 19 units that provide essential services to CU’s campuses in Aurora, Boulder, Colorado Springs, and Denver, as well as the Office of the President. While not a part of any one campus, we are proud to serve in the centralized office for the University system. Together, we ensure CU continues to deliver outstanding education, groundbreaking research, and valuable service to our communities.

We believe in creating an environment where the unique experiences and perspectives of everyone are embraced, enriching the work we do and the strategic outcomes we pursue. If you’re passionate about making a difference, contributing to a dynamic team, and supporting a mission that matters, we encourage you to apply and be part of our journey. Learn more about CU System Administration

University Counsel has a dual report to the Board of Regents and the President of the University and includes several legal functions that provide an array of services to the University of Colorado system. The Office of the University Counsel (OUC) provides legal advice to the Board of Regents, the president, system administration and the campuses.

This position exists to provide administrative and legal support services to the OUC Boulder. The Legal Administrative Assistant reports to the Managing Associate University Counsel Boulder Campus and is exempt from the State of Colorado Classified Staff system.

Where You Will Work:

This role is eligible for a hybrid schedule, working at least two days a week (including Tuesdays) in the office on the CU Boulder campus.

Examples of duties

Duties and Responsibilities:

The Legal Administrative Assistant’s primary activities and functions support OUC Boulder and include the following administrative and legal support functions:

Intake of New Work

• Phones: answers incoming calls and checks the voicemail for the OUC Boulder Office main phone line
• General Correspondence: receives, scans, and distributes all incoming and outgoing communications including general e-mail, postal mail, FedEx, fax, etc.
• Office General E-mail Inbox: responsible for checking the office Inbox frequently and routing new work and questions to the person who can assist, working in consultation with the Managing Associate University Counsel on attorney assignments
• Reads and analyzes submissions, letters, agendas, memos, and other materials; determines significance of materials; routes materials to appropriate personnel in a timely and efficient manner
• Gathers information from campus partner offices to assist attorneys and paralegals with their work
• Greets in-person meeting attendees

Meeting, Training, and Scheduling Support:

• Schedules and calendars meetings and deadlines and resolves associated conflicts
• Arranges training for OUC Boulder attorneys and staff and training provided by OUC Boulder to internal and external constituents; files for associated CLE credits
• Ensures meeting rooms have adequate equipment such as conference phones, screens, and other technology
• Makes travel arrangements for OUC Boulder attorneys, staff, and guests (such as an invited speaker) using Concur and other university resources
• Assists in the preparation and distribution of any associated materials
• When requested, takes notes, records meeting discussions and prepares written work product
• Plans campus and System-wide OUC meetings hosted on the Boulder campus, including reserving meeting spaces, arranging catering, and reserving parking

Office Supplies and Equipment:

• Maintains inventory and office supplies; anticipates office needs; evaluates new products; placing and, as necessary, expediting office supply orders through Marketplace
• Serves as the information technology (IT) liaison and coordinates maintenance and repairs, as needed
• Ensures operation of office equipment; troubleshoots malfunctioning office equipment; orders maintenance, coordinates service calls, or replaces equipment as necessary
• Serves as building proctor and reports maintenance issues

Financial Duties:

• Prepares mileage and expense reports through Concur
• Processes bills and invoices for approval and payment

Maintains Office Files:

• Maintains general office files, legal materials, and correspondence; creates and copies files/records as necessary; and updates files/records through purging as directed
• Opens, closes, and maintains matters on a windows file server and a matter management software system (Team Connect)
• Maintains the office law library including legal publications and updating reference materials
• Maintains contract log which includes logging contracts in and out, assigning contracts to attorneys, and providing signature routing advice to constituents
• Maintains and assists with various legal reports as assigned

Writing, Editing and Document Support:

• Creates and maintains office templates
• Drafts correspondence, outside counsel legal services agreements, extension requests, entries of appearance, and other minor pleadings upon request
• Proofreads and edits letters, memos, pleadings, briefs, and other documents
• Coordinates and notarizes documents for the university’s legal and other business

Additional Legal Support:

• Reviews, issues and monitors legal hold notices as directed
• Collects information and documentation from university constituents, including calendar information to docket hearings
• Organizes documents and data collected as directed by case team members
• Files entries of appearance, requests for extensions of time, and other pleadings and correspondence with government agencies as assigned
• Reviews and redacts protected information from records, as assigned, including FERPA and PII

Other Duties:

• Provides leave and backup coverage for two legal support positions within the scope of duties as described above
• Onboards and offboards OUC employees in coordination with System office

May perform other duties as assigned

Qualifications

Minimum Qualifications:

• Bachelor’s degree from an accredited institution of higher education, or equivalent professional experience (professional experience may be substituted for the educational requirement on a year-for-year basis)

• One (1) year experience working in an office setting providing administrative support to a department and/or manager or director

• Certified Colorado Notary Public, or be eligible to obtain commission within 12 months of hire

Preferred Qualifications:

• Two (2) years’ reasonably related experience, as indicated above, may substitute additional relevant education (e.g. a paralegal degree or certificate) for some experience
• Prior experience with matter management software
• Prior experience working in a legal office or executive office setting
• Prior experience in a higher education setting

Knowledge, Skills, and Abilities:

• Interact with a wide range of university constituents and present themselves professionally and with discretion and confidentiality at all times
• Adhere to the office’s attorney-client and work product privilege and the university’s confidentiality obligations under applicable law and university policies (e.g. FERPA, PII, Personnel File) with respect to its records and information
• Excellent oral and written communication skills, excellent organizational abilities, strong analytical and problem-solving skills, and proactive work ethic
• Organizational and time management skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, organize and facilitate meetings, and make decisions
• Ability to prioritize work among assignments and meeting specific deadlines on projects
• Ability to establish and maintain good working relationships with co-workers, supervisors, constituents, and the public
• Ability to thrive in a dynamic, fast-paced environment, to prioritize tasks and adapt to quick changes while remaining diligent
• High attention to detail
• Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, PowerPoint, and Adobe Acrobat
• Ability to learn and master new technology to perform job duties
• Ability to perform effective and productive internet research

Supplemental information

How to Apply:

For full consideration, please attach the following as separate documents to your application at https://cu.taleo.net/careersection/2/jobdetail.ftl-job=40767

1. A cover letter identifying the job specific minimum qualifications you possess and interest in the position.
2. A resume including all relevant experience to be accurately assessed against the qualifications listed in the posting.

Benefits:

With our unparalleled range of benefits, including top-notch healthcare, comprehensive wellness programs, enriching professional development, and a dynamic work-life balance, we ensure your holistic growth and happiness.

• No-cost or low-cost medical & dental plan options, some inclusive of IVF assistance.

• Disability, Life, Vision Insurance options.

• Multiple retirement planning options including a mandatory 401(a) plan where CU contributes 10% of your gross pay, a 401k or 403b plan and a 457 deferred compensation plan.

• Pre-tax savings plans, such as Health care and Dependent care flexible spending accounts.

• Embrace a healthy work-life balance with ample sick and vacation leave, along with at least 12 paid holidays. This includes a dedicated week off for winter break.

• 6 weeks of parental leave to adjust to the joys of parenthood.

• A tuition benefit program for you and/or your dependents.

• Free RTD EcoPass and free onsite parking at our 1800 Grant Street Office.

• Many additional perks & programs with the CU Advantage

Additional taxable fringe benefits may be available.

For more information on benefits programs, please review our Comprehensive Benefits Guide

Access our Total Compensation Calculator to see what your total rewards could be at CU. (This position is a University Staff position)