Expert Services Manager

Summary:

The Expert Services Manager leads all aspects of expert sourcing and networking for the company by ensuring timely, compliant, and high-quality expert support for Plaintiffs’ attorneys and their clients. Reporting directly to the Vice President, Operations, this role oversees expert witness matching to specific cases, as well as vetting, recruitment, and onboarding of new experts to the company network. The position also maintains the expert database and manages relationships, credentialing, and quality standards of experts in our network across specialties and jurisdictions nationwide. In partnership with Legal, the Manager may draft contracts in specific matters. Working closely with Operations, Legal, and Account Management, the Expert Services Manager will ensure efficiency and deliver consistent, high-quality expert engagement aligned with organizational objectives.

Duties and Responsibilities:

All are considered essential functions of this role.

General Responsibilities:

Expert Network Development & Relationship Management:

• Research, vet, and recruit new experts/expert umbrellas; complete onboarding (profiles, W‑9, fee schedule, CV, testimony list, conflicts).
• Maintain ongoing relationships with existing experts and gather performance feedback.
• Identify deeper relationship opportunities (e.g., recurring matters, expanded subject areas).
• Identify and develop additional products and services that typically accompany certain expert categories.

Expert Database Ownership & Data Integrity:

• Add and update expert profiles with all required fields and documents to maintain completed and up-to-date profiles; apply status codes (e.g., active, blacklisted, deceased).
• Run periodic database audits to clean duplicates, correct gaps, and maintain usable, searchable data to meet expert matching needs.
• Capture relationship history, score cards, availability notes, and performance indicators.
• Establish data standards (naming conventions, required fields) and enforce them with any delegated data‑entry support.

Expert Identification, Matching & Case Support:

• Conduct discovery/scoping with internal partners or firms; define must‑have qualifications and timelines.
• Perform conflict checks; shortlist and present best‑fit experts; coordinate intro/matching calls and availability.
• Troubleshoot in real time on calls (e.g., new expert development, alternate selections, schedule constraints).
• Some case management will be expected to monitor work in process and stay connected with the firm and expert until work product is delivered, meeting all scope of work commitments and identified due dates.
• Manage expert‑related operational issues (e.g., deliverables delays, process rush fees, clarify scope of work).

Quality Assurance, Credentialing & Compliance:

• Confirm expert qualifications are current and in good standing;
• Search for judicial limitations or exclusions of testimony;
• Verify any required and/or claimed professional licensures are current
• Ensure that the expert has not been subject to discipline, had a professional certification or license revoked, or been sued for malpractice if a licensed medical provider.
• Keep profiles current and coordinate with Legal on any adverse findings.
• Coordinate with Legal on jurisdictional differences applicable to expert witnesses (e.g. rules on disclosure and discoverability, expert qualifications for civil and medical malpractice matters, confidentiality).
• Incorporate insights gained through issue-solving to improve matching criteria and expert readiness.

Commercial Stewardship: Contracting, Pricing, & Invoicing:

• Negotiate/standardize master terms and rates; execute matter-specific agreements as needed in coordination with Legal.
• Ensure invoicing setup is complete (e.g., rate confirmation, expert matching fee/billing details) prior to work start.
• Partner with Finance/Legal on exceptions and documentation quality.

Operational Excellence, Reporting, & Cross-Functional Coordination:

• Define and report operational metrics for expert matching function.
• Identify and report trends and risks in expert services functions, specialty gaps, repeated conflicts, and bottlenecks.
• Provide clear operational support notes to internal teams (case context, pricing, selection rationale, Deferred Payment Agreement needs).
• Collaborate on strategic partnerships (high‑concentration specialties) and product development in coordination with leadership.

Success Factors:

1. Cross-function collaboration.
2. Execution discipline & responsiveness.
3. Industry and product knowledge.
4. Outstanding customer service and teamwork skills.
5. Quality of work.
6. Relationship-building and trust.

Knowledge:

1. Communications and Media: Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.
2. Computer and Electronics: Knowledge of computer hardware and software, including applications and programming.
3. Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
4. Economic and Accounting: Knowledge of economic and accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data.
5. English Language: Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Skills:

1. Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
2. Complex Problem Solving: Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
3. Coordination: Adjusting actions in relation to others' actions.
4. Critical Thinking: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
5. Learning Agility: Applying new information to enhance decision-making and problem-solving, while selecting and utilizing appropriate instructional methods and strategies for effective learning and teaching.
6. Service Orientation: Actively looking for ways to help people.
7. Strategic Written Communication: Crafting clear, audience-tailored messages that reflect system insights, problem-solving logic, and empathy—while managing time effectively and anticipating others’ needs and reactions.
8. Time and Priority Management: Being aware of others' reactions and understanding why they react as they do.

Work Activities:

1. Oversee the management and maintenance of the Expert Database.
2. Conduct regular database audits.
3. Grow expert network and talent pool.
4. Lead expert identification and matching efforts.
5. Facilitate expert-related communications.
6. Manage expert relationship development.
7. Monitor expert performance and quality compliance.
8. Coordinate and resolve expert-related operational issues.
9. Support contracting and pricing processes.
10. Identify opportunities for up-sells or related services.
11. Provide guidance and documentation to internal teams.
12. Maintain strong cross‑functional collaboration.
13. Support strategic partnership initiatives.

Work Environment

The physical environment requires employees to work inside an office setting.

Physical Demands:

Ability to lift 25-pound objects and perform physical tasks as required.

Expected Hours of Work:

Normal office hours unless otherwise agreed in writing. Hybrid schedule available for Nevada employees: minimum of three days in the office, remaining days remote.

Travel:

While the role is primarily local, occasional out-of-state travel may be required for professional development or strategic alignment.

Education and Other Requirements:

1. Associate’s degree or higher (preferred).
2. Paralegal certificate or equivalent legal training (preferred).
3. Former litigation experience strongly valued.
4. Equivalent professional experience may be considered in place of specific educational focus.
5. 5–7 years of experience in legal operations, litigation support, expert‑witness coordination, medical‑legal services, or professional services vendor management.
6. 2-3 years of leadership or supervisory experience, managing individual or small teams.
7. Proficiency in Microsoft 365 and case/account management platforms.
8. High level of professionalism, confidentiality, and sound judgement.