Business Administrative Associate

Profile

Business Administrative Associate
The candidate provides critical support related to processing subpoenas, requests for information and other elements of legal services. Analyzes subpoenas and other legal requests to determine if applicable standards are met. Performs the procedures necessary to notify affected parties promptly and in accordance with relevant privacy laws and to ensure a prompt and timely response to all requests. Additional related duties will include managing essential administrative functions of the attorney using experience, knowledge, initiative, discretion and independent professional judgement. Assists in carrying out the administrative functions related to providing legal services. Maintains the attorney’s calendars including: scheduling daily meetings and long-range commitments; accepts invitations to events based on their schedules; and drafts response or regrets. Advises them on their daily schedule and prepares appropriate information and briefs to assist in preparing for the appointment. Apprises them of required follow-up and deadlines. Responsible for monitoring and maintaining retention and storage of data, documents and records in the department’s Case Management Database, including but not limited to case setup, document management, case maintenance and case closing. Responsible for communicating Litigation Hold notices, sending reminders, and respond to communications from clients and others related to these notices. Processes Requests for Representation as directed by the attorney and follows up with responses accordingly, including but not limited to, drafting Defendant and Witness Letters. Receives verbal, electronic and written inquiries for attorney. Acts on behalf of attorney to respond to inquiries to bridge gap between availability and urgency of required attention. Navigates the organizational structure of the University and understands the composition of external bodies having influence or working relationship with the University. Serves as confidential assistant and primary resource person to the attorney in handling and safeguarding sensitive and confidential issues. Processes memoranda, legal drafts, reports, and correspondence received by attorney containing sensitive and confidential information. Independently conducts research for attorney relating to current issues and projects using a variety of electronic University, State and national resources. Uses initiative in determining what resources should be investigated. Compiles substantive information on legal instruments and subjects. Includes preparing draft presentation and reports. Subpoena essential duties include the following. Other duties may be assigned. Work with attorney and others to determine requirements for client notifications. Prepare and deliver the appropriate notification notice for subpoenas. Analyze all subpoenas and other legal/regulatory information requests received based upon the knowledge and experience obtained from advice obtained from legal counsel. Any unfamiliar or incomplete requests should be submitted for legal counsel review before responding. Work closely with law enforcement and any other issuing parties to facilitate effective communication and interpretation of the legal request. Coordinate and schedule the response to subpoenas and other legal/regulatory information requests by noting due dates and approximating the needed resources to complete the response in a timely manner. Facilitate and coordinate the collection of all requested documents and records, and develop any specifically requested summaries (such as account activity re-creations). Organize the requested records as directed by the subpoena or other legal request and in an effective and concise manner. Redact documents per office guidelines. Facilitate the delivery of response records in a timely manner, in compliance with the requirements of the legal request. Maintain either hard copies or secure imaged copies of all documents and records provided in response to subpoenas and other legal requests. Receives questions from departments and colleges requiring independent judgement to secure materials that will answer or assist in answering questions and/or addressing problems; and provides materials to attorney. Prepares draft response for review and signature. Assists in planning various aspects of special projects and essential programs, both long term and short term, which may include but is not limited to, business process improvements, process documentation, coordinating staff professional development, and file retention. Performs other duties in relation to the unit as assigned.

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