Location: OaklandFull Time
Job ID: 44118
Job Posting
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UC OFFICE OF THE PRESIDENT
At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.
The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President
DEPARTMENT OVERVIEW
UC Legal - Office of the General Counsel (UCL) provides legal services to the university, including representation, advice, research and training. We also provide legal opinions to the Board of Regents, administration, faculty, staff and others acting on the university's behalf. We report jointly to the Board of Regents and the president.
POSITION SUMMARY
Reporting to the Legal Operations Manager, the Legal Support Specialist Supervisor (LSSS) provides direct supervision to Legal Support Specialist professionals and/or skilled technical employees. Functions as advisor to unit and administration. Analyzes and resolves problems, interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to assure accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental goals and objectives. Deploys legal support specialist staff across OGC practice areas. Ensures adequate resources and training to provide for smooth operations.
The Legal Support Specialist Supervisor coordinates with the Legal Operations Manager and one or more practice groups and their attorneys to identify and fulfill resource and legal support needs. Collaborates with other Legal Support Specialist Supervisors and the Legal Operations Manager to meet overall UC Legal practice support needs locally and for systemwide support. Regularly presents and contributes in team meetings. Seeks out and participates in annual legal specialization or leadership professional development opportunities.
All members of UC Legal are expected to promote and maintain an equitable and inclusive work environment by practicing UC Legal's established Values for Principles of Community.
Responsibilities
40% - Team Supervision and Leadership

• Identifies, recommends, documents, and implements work process, automation and efficiency improvements.
• Monitors, manages, and reviews performance for direct reports.
• Consults with Legal Operations Manager and other LSS staff to assign work, and manage workflow, desk-balance, and proposed staffing changes.
• Escalates performance related issues to Legal Operations Manager and strategizes response and improvement plans across practice team.
• Assists in the recruitment process for new hires.
• Coordinates onboarding, and mentors and trains new Legal Support staff.
• Assists with coordinating staffing changes across legal practice groups.
• Ensures proper communication and support to all parties regarding absences and daily coverage across one or more practice groups. Recommends ongoing backup matrix assignments and updates LSS backup assistance systems.
• Responsible for ongoing coaching and mentoring of staff in consultation with Legal Operations Manager.
• Delivers regular presentations and participates as a high-level contributor during team meetings and events.
• Provides on-the-job training and development of staff in all aspects of legal secretarial and administrative support.
• Serves as a resource for complex administrative issues and administrative problem resolution.
• Works with attorneys on a continual basis to identify resource needs and deploy staffing accordingly.
• Ensures that adequate resources (in terms of equipment and training), are available for accomplishing the work and continually developing staff to meet the evolving needs of the organization.

60% - Legal Practice Support

• Serves as an expert resource to attorneys and paralegals in designing presentations, reports, brochures, web pages and other informational content.
• Creates, prepares, and distributes accurate and complete legal documents, correspondence, and presentations.
• May draft legal documents such as pleadings, motions, responses, notices, affidavits, claims, complaints, and Judicial Council forms for review by litigation attorneys and paralegals.
• Provides expert-level document production services in accordance with the requirements of assigned attorneys and paralegals.
• Manages complex scheduling for executives and attorneys; May review files, locate witnesses, and communicate with attorneys and court reporters to clear dates for litigation matters.
• Coordinates the RFP process for outside counsel and/or vendors.
• Performs legal research of moderate complexity.
• Serves as expert resource to attorneys and paralegals regarding UC travel, purchasing and entertainment policy; Independently coordinates domestic travel arrangements for UC Legal - OGC attorneys and paralegals; processes reimbursements.
• Independently screens incoming mail, telephone calls and visitors and refers matters to appropriate parties.
• Reviews and tracks notices, claims, affidavits, complaints, and lawsuit pleadings and coordinates with appropriate individuals within Office of the President, the campuses, UC's third party administrator, and outside counsel.
• Under general supervision and/or guidance of attorneys, processes claims and complaints, responds to notices and pleadings.
• Determines whether UC Regents were properly served.

Required Qualifications

• Minimum of eight (8) years of relevant education and/or work experience, including extensive experience in one or more legal practice area.
• Advanced knowledge of legal terminology.
• Outstanding communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.
• Ability to multi-task with demanding timeframes.
• Strong planning and organizational skills to deploy administrative support staffing effectively.
• Exceptional attention to detail.
• Advanced skills to research and problem solve administrative or legal issues to gather data from various sources and synthesize into reports or data for action by other legal department staff members.
• Thorough knowledge of process serving requirements.
• Advanced knowledge of filing and record tracking systems, both paper and electronic.
• Advanced knowledge of common computer applications.
• Ability to use discretion and maintain all confidentiality.

Preferred Qualifications

• Advanced knowledge of UC policies, processes, protocols and procedures.
• Demonstrated skills in leadership, initiative and decision making.
• Coaching and mentoring skills to assist staff.
• Detailed knowledge of all phases of California civil procedures, including Shepardizing, cite checking, venue, jurisdiction, pleadings, motions, discovery, appeals and the proper means and forms by which matters are submitted to the court system.
• Thorough knowledge of legal terminology, practices, and forms for litigation and other specialized practice areas.
• Advanced experience with PowerPoint, Vizio, Microsoft Office Suite

Education: Associate's degree in related area and / or equivalent experience / training.
SPECIAL CONDITIONS
This position is eligible for a remote work arrangement until April 2023. At that time, the employee may be required to report to work onsite in Oakland, CA on a regular schedule.
SALARY AND BENEFITS
Salary: $100,000 - $110,000 annual, commensurate with experience
UC Career Tracks job title and grade: Legal Ops Supv 2, 23
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
ADDITIONAL INFORMATION
HOW TO APPLY
Please be prepared to attach a cover letter and resume with your application.
APPLICATION REVIEW DATE
The first review date for this job isOctober 27, 2022. The position will be open until filled.
CONDITIONS OF EMPLOYMENT
Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP
Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy
August 2021 Update: The University of California has issued a policy requiring employees to be fully vaccinated against COVID -19 before physically accessing the University location or programs. Upon hire into a UCOP position, you will be provided detailed instructions on how to comply with this policy including access to the COVID vaccination at no cost. New hires to UCOP who work onsite or will come onsite for any activities at a UCOP or other UC location must comply with this policy within 8 weeks after their start date. The policy allows for employees to request approval for an exception or deferral. UC COVID-19 Vaccine Policy
EEO STATEMENT
The University of California, Office of the President, is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. EEO/AA Employer UC Nondiscrimination Policy
The University of California, Office of the President, strives to make this job board accessible to any and all users. If you have comments regarding the accessibility of our website or need assistance completing the application process, please contact us at: Accessibility or email the Human Resource Department at: epost@ucop.edu.
To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucop/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=19&JobOpeningId=44118&PostingSeq=1
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