Administrative Assistant, Legal Services

Department: Legal Services

Location: District Administration

Reports To: Vice President Legal Services

Recruitment Type: External/Internal

Requisition ID: req6310

Employment Type: Full-Time Support Staff

Union Position: Non-Union

Work Schedule: M-F 8:30 a.m. - 5 p.m.

Number of Openings: 1

Job Description:

Summary

Works collaboratively with management and staff of the Legal, Audit and Risk Management Departments and provides administrative support to the Vice President and Legal Department.

Essential Functions

• Support General Counsel with respect to day-to-day operations to maximize productivity and ensure department efficiency
• Answer phone calls, appropriately route incoming calls, take messages, and ensure follow-up
• Process incoming and outgoing mail and documents
• In absence of management, exercise judgment in responding to issues internally and externally, promptly refer to appropriate party or department and follow up on resolution
• Maintain schedules and calendars for department
• Prepare travel itineraries and logistics for VP
• Prepare and take minutes for meetings as required and distribute accordingly
• Coordinate with General Counsel on scheduling outside meetings, conference calls, legal conferences, seminars, meetings, and events on campus
• Communicate with college personnel and external contacts to answer inquiries and provide information for General Counsel, Deputy General Counsel, and Compliance team
• Serve as proxy Budget Unit Leader on behalf of the General Counsel for legal services responsible for monitoring all department budgets in Banner and assist with preparing the annual budget for the legal services office
• Process and reconcile expenses, accounting transfers, and/or appropriate changes for legal department, records management, compliance and risk management, environmental services, and the audit and advisory services department
• Within the Concur system, prepare and submit expense reports, as well as staff TA and TR’s for travel arrangement, time and expense reports
• Process and submit Attorney General quarterly invoices for payment
• Review and report discrepancies to college finance and accounting department
• Generate budget analysis reports and salary staff planner for departments in Banner & Argos
• Create spreadsheets, correspondence, PowerPoint presentations, and other materials
• Perform requested research for General Counsel from the department, General Counsel, Deputy General Counsel, and the Associate General Counsel as needed
• Assist, as needed, other executive support staff in producing and distributing materials for Board of Trustees and other college meetings and events
• Edit and update legal department website with content as required
• Assist Records Management, Compliance & Risk, and Audit Advisory department staff as needed
• Type, edit, proofread and finalize correspondence, reports, forms, and other documents for assistant General Counsel, Deputy General Counsel and Compliance team
• Organize and maintain electronic and paper files and assist with records retention in accordance with college Records Management policies
• Implement electronic and paper file organization standards and documentation
• Order and maintain department supplies
• Responsible for intake of inquiries, including public records request
• Track requests and responses; maintain electronic file
• Coordinate responses to subpoenas, education requests, bankruptcy orders and other requests for records in department legal proceedings
• Submit and assist with department ITS issues and requests
• Perform other duties as assigned
  
  

Required Qualifications

EDUCATION AND EXPERIENCE/TRAINING

• Associate’s degree in a related field
• Significant related experience may substitute for education
• A minimum of five years of executive level administrative support experience and account management
• Demonstrated experience monitoring a business area’s budget
• Demonstrated experience using a systems approach to tasks
• Demonstrated experience working with data bases to track and retrieve information
• Demonstrated experience effectively making decisions that have major implications on the management and operations within a department
• Demonstrated experience in a role requiring diverse problem-solving methods in a variety of situations
  
  

KNOWLEDGE, SKILLS, And ABILITIES

• Possesses working knowledge of administrative support concepts, practices and procedures with the ability to use in varied situations as it pertains to the departmental focus
• Possess excellent analytical, financial and decision-making skills
• Possess excellent interpersonal, verbal and written communication skills
• Possess strong customer service, organizational and problem-solving skills
• Possess strong technology acumen
• Intermediate-level proficiency with Microsoft Excel, Word, PowerPoint, Outlook and Access
• Possess high degree of organization, accountability, logic aptitude, and follow-up skills
• Ability to effectively complete work assignments independently
• Ability to multi-task while maintaining accuracy, timeliness and effectiveness
• Ability and willing to take initiative and ownership, prioritize and perform proactively
• Ability to lead planning and implementation work groups with cross-functional teams
• Ability to be flexible, adaptable and detail-oriented
• Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity
• Ability to collaborate, negotiate and resolve conflicts on major projects
• Ability to facilitate top-level collaboration while managing sensitive issues
• Ability to develop and maintain relationships with key contacts to enhance workflow and quality
• Proven ability to work independently, in a team environment, and with employees of all levels throughout the organization
• Possess sensitivity to respond appropriately to the community
  
  

COMPETENCIES

CRITICAL COMPETENCIES

• Service Focus
• Communication
• Quality of Work
  
  

VERY IMPORTANT COMPETENCIES

• Adaptability
• Time Utilization
  
  

IMPORTANT COMPETENCIES

• Collaboration
• Continuous Improvement
  
  

Perferred Qualifications

EDUCATION AND EXPERIENCE/TRAINING

• Demonstrated experience working in a higher education setting
  
  

PHYSICAL DEMANDS/WORKING CONDITIONS

(The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• The work is performed in a normal, professional office environment.
• The work area is adequately lighted, heated and ventilated.
• Typically, the employee may sit comfortably to perform the duties of the job and will perform repetitive motions with hands/fingers using a computer mouse and keyboard to type. However, there may be some walking; standing; bending; carrying of light items such as papers, files, pamphlets, books, etc.
• Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite
  
  

Special Note Target Starting Salary Range: $53,000 to $58,000 

The final offer for the successful candidate is targeted to fall within this range but will be based upon an assessment of internal equity, the unit’s available budget, and the candidate’s qualifications in relation to the minimum and/or preferred job requirement(s).

Special Note: If hired, you must reside in the state of Ohio and be within commuting distance of this work location/campus to respond to onsite work demands upon the employment start date and throughout the duration of your employment with the College, as outlined in 3354:1-40-01.1 Recruitment and Selection Procedure .

Special Instructions to Applicants: During the application process, you may be required to attach a cover letter and/or resume. It is recommended that you have these documents ready to be attached electronically to the online application. This system accepts only MS Word or PDF attachments. Any employment with the College is contingent upon satisfactory completion of a background check and drug screen.

Equal Opportunity Statement: Cuyahoga Community College is committed to attaining excellence through the recruitment and retention of a qualified workforce. Cuyahoga Community College is an equal employment/educational opportunity institution.