A Brief Overview

This position is responsible for supporting lawyers and paralegals within the Law Department. The Legal Assistant is expected to understand and demonstrate proficiency in the policies and procedures governing the proper functioning of Corporate Legal Services and to provide legal services to system clients in day-to-day practice management and organization.

What You Will Do

• Answering and placing telephone calls on behalf of lawyers.
• Coordinating conference calls, meetings and travel arrangements. Keeping assigned lawyers organized and informed of daily schedules, conference calls, meeting requests and work-flow matters.
• Typing and transcribing documents (including word, PowerPoint, excel and Visio), processing correspondence and documents and handling document production, copying, filing and other similar tasks. Performing general office duties and providing back-up support for other Legal Assistants and support staff. Coordinating office supply needs per Law Department protocol. Processing invoices, reimbursement requests and other applicable orders on a timely and diligent basis.
• Facilitating the efficient management of work flow for assigned lawyers and properly utilizing Law Department databases and software platforms (including Outlook, Filesite and Oracle Contract Management).
• Support practice group administration, matter management, project tracking, and communications.
• Support transactional practice, including form and template management, conflict and sanction checks, document management and file maintenance.
• Support governance activities, including entity management, meeting minutes, and maintenance of governance documents.
• Assist with department administration, including outside management, contract authorization, request processes, law clerk program, and expense management.
• Participate in law department initiatives and programs, including process improvements, retreats, data tracking, reporting of results.
• Tracking and managing continuing legal education (CLE) requirements as well as organizational memberships for lawyers.
• Ordering and managing Law Department subscriptions and ensuring proper and timely circulation of reading and other materials.
• Maintaining strict confidentiality of all legal matters as well all protected health information (PHI) as required by the Health Insurance Portability and Affordability Act (HIPAA).

Additional Responsibilities

• Facilitating and maintaining attorney on-call lists, phone lists, address lists and other Law Department information as needed and assigned.
• Performs other duties as assigned.
• Complies with all policies and standards.
• For specific duties and responsibilities, refer to documentation provided by the department during orientation.
• Must abide by all requirements to safely and securely maintain Protected Health Information (PHI) for our patients. Annual training, the UH Code of Conduct and UH policies and procedures are in place to address appropriate use of PHI in the workplace.

Education

• High School Equivalent / GED (Required)
• Bachelor's Degree (Preferred)

Work Experience

• 5+ years of legal administrative support (Preferred)
• Experience working with lawyers or in a business unit of large service-industry employer (Preferred)
• Experience working in a professional, client-service oriented environment (Required)

Knowledge, Skills, & Abilities

• Excellent oral and written communication skills. (Required proficiency)
• Excellent organizational skills. (Required proficiency)
• Ability to complete tasks with minimal supervision. (Required proficiency)
• Advanced knowledge of Microsoft Outlook, Word, PowerPoint and Excel. (Required proficiency)
• Experience with document/contract management systems. (Preferred proficiency)

Licenses and Certifications

• Legal Assistant Certificate (Preferred)

Physical Demands

• Standing Occasionally
• Walking Occasionally
• Sitting Constantly
• Lifting Rarely 20 lbs
• Carrying Rarely 20 lbs
• Pushing Rarely 20 lbs
• Pulling Rarely 20 lbs
• Climbing Rarely 20 lbs
• Balancing Rarely
• Stooping Rarely
• Kneeling Rarely
• Crouching Rarely
• Crawling Rarely
• Reaching Rarely
• Handling Occasionally
• Grasping Occasionally
• Feeling Rarely
• Talking Constantly
• Hearing Constantly
• Repetitive Motions Frequently
• Eye/Hand/Foot Coordination Frequently

Travel Requirements

• 10%