Legal Operations Administrative Assistant 3

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Legal Operations Administrative Assistant 3
Duties: Under general direction from the Practice Support Manager, responds to and completes the Office of the General Counsel's administrative practice support requests from involved parties via SharePoint, email, and in person communications. Collaborates with paralegals, litigation support specialists and attorneys to manage all incoming service requests for practice support including document management (file, copy, scan, combine, collate, pdf management, etc.) , service of process, compile and produce urgent project requests, and other special projects . Enter new matters, and backup Legal Operations Coordinators as needed. Establishes processes to complete and streamline administrative projects, and communicates changes and practices office-wide. Manages the University's receipt of service of process for the Office of the General Counsel. Requires independent judgment related to important, sensitive and highly confidential material and UC Legal related documents and activities. Communicates frequently with clients locally in Oakland and at campus locations. Tasks involve the handling of confidential information related to litigation practice and other legal practice teams as needed. Works on operational and/or procedural assignments that are moderately difficult, requiring the exercise of considerable discretion and independent judgment. Will provide back-up assistance for other administrative functions as needed. Reacts to administrative support requests via Sharepoint and completes same on time and with a high degree of accuracy. Completes document productions, exhibit binders and copy/scan projects. Scans and uploads relevant documents into the document management system. Develops forms and processes to streamline procedures and tasks. Manages receipt of service of process and tracks same for the University. Determines methods and procedures on new assignments and collaborates with staff and attorneys to meet deadlines. Prepares correspondence and other written materials for department management requiring some specialized knowledge of the subject matter. Drafts, edits and proofreads written materials for content consistency. Applies somewhat complex Excel formulas, pivot tables, and similar functions. Compiles and assembles disparate spreadsheets using subject-matter knowledge of the material to ensure data results are consistent with the nature of the data. Proactively communicates in writing, via telephone and in person with attorneys, paralegals and legal operations staff on a frequent basis to update on status of projects and delivery date/time. Applies specialized office software that include NetFile, NetDocuments, CounselLink, Access, Filemaker Pro, or similar programs.

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