LEGAL & EXECUTIVE ASSISTANT

OFFICE OF THE GENERAL COUNSEL

CLASSIFICATION: Level 2 / Class Code 1660 / Full-Time / Non-Exempt / Benefited / Confidential

HIRING SALARY RANGE: $22.98 - $32.25 hourly (commensurate with qualifications) 

THE DEPARTMENT

The Office of the General Counsel provides legal services and advice to the Board of Directors, the Chancellor & Dean, and senior leadership on a wide variety of legal issues affecting staff, faculty, academic life and administrative matters. Substantive areas include governance, policy, compliance (including ethics), labor relations, real estate, contracts, torts, visa processing, public records, and employment law. The Office of the General Counsel plays a key role in finding innovative solutions to its clients' needs and strategic planning.

THE ROLE AND RESPONSIBILITIES

UC Hastings is seeking a highly motivated individual with administrative and/or law-office experience for the Legal & Executive Assistant position to work in the office of the General Counsel. This individual will assist the General Counsel and the Deputy General Counsel on a wide variety of civil issues pertinent to a public institution of higher education; provide administrative assistance to the General Counsel and the Deputy General Counsel; and manage administrative functions of the Office of the General Counsel.

Due to the volume of work in the General Counsel's office, a candidate must be adept at prioritizing competing deadlines. A candidate must be organized and detail-oriented with excellent clerical and computer skills. 

Typical duties and responsibilities consist of, but are not limited to, the following:

LEGAL ASSISTANT (APPROXIMATELY 50% TIME)

• Processes student residency applications;
• Processes California Public Records Act requestsand reviews and compiles responsive documents for disclosure;
• Supports other law and policy function

EXECUTIVE ASSISTANT (APPROXIMATELY 50% TIME)

• Maintains General Counsel's and Deputy General Counsel's appointments calendar;
• Coordinates travel for General Counsel and Deputy General Counsel;
• Organizes materials for General Counsel's and Deputy General Counsel's use in future appointments;
• Handles reimbursements and generates purchase orders, check requests and expense requests;
• Prepares draft budgets for the office under the General Counsel's direction;
• Greets guests and provides front desk/reception duties;
• Monitors, maintains and orders office supplies;
• Maintains and organizes office records;
• Supports members of the College's Board of Directors to keep them engaged and informed regarding their leadership activities;
• Prepares, coordinates and circulates materials for Board meetings, including notice and agendas pursuant to the state's open meeting laws;
• General office administration to include correspondence, telephones, filing, meetings arrangements, and other duties and responsibilities as assigned;
• Prioritizes competing deadlines;
• Performs special projects and tasks and other duties as assigned.

REQUIREMENTS

EDUCATION AND EXPERIENCE

• Baccalaureate degree preferred; 
• Experience as an administrative or executive assistant, preferably in a legal or executive office, or as a legal assistant.

KNOWLEDGE, SKILLS & ABILITIES

MINIMUM QUALIFICATIONS:

The ideal candidate must demonstrate the following skills:

• Ability to recognize and maintain the confidentiality of sensitive College issues and information;
• Ability to prioritize work assignments and meet established deadlines;
• Ability to communicate effectively both orally and in writing;
• Ability to represent the Office of the General Counsel in a pleasant, professional and efficient manner; to interact effectively with board members, faculty, staff, students while projecting confidence, understanding, competence and concern;
• Excellent command of spelling, punctuation and grammar;
• Excellent organizational skills with strong attention to detail and capacity to achieve high quality and accuracy in work.
• Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook;
• Proficiency in Adobe Acrobat, Zoom, Box, and DocuSign;
• Ability to logically analyze information and recommend an effective course of action;
• Ability to effectively draft correspondence and documents, including any required redactions, with proper formatting;
• Ability to evaluate the validity/reliability of information and identify factual omissions and inconsistencies with application of relevant rules;
• Ability to manage multiple tasks simultaneously and effectively;
• Ability to work under the supervision of attorneys, understanding necessity of issue spotting and advising management of work progress and any unusual situations;
• Ability to work efficiently under time pressures and deadlines in a fast-paced environment;
• Adaptability to changing environments;
• Sound judgment;
• Exemplary personal and professional integrity and business ethics.

DESIRABLE QUALIFICATIONS:

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the College will consider the following factors as applicable to each candidate:

• Proficient knowledge of basic legal concepts, terminology, principles, documentation, and procedures;
• Experience with the California Public Records Act;
• Experience in higher education;
• Experience with education legal and administrative rules such as the Family Educational Rights & Privacy Act;
• California Notary Public commission.

BENEFITS

HEALTH AND WELFARE BENEFITS

• Comprehensive medical, dental and vision insurance coverage
• Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses
• Employee Assistance Program

FOR YOUR FINANCIAL FUTURE

• Life Insurance, Disability Insurance, and Legal Insurance
• University of California Retirement Plan (a defined benefit plan)
• Deferred Compensation Plans/Pre-tax Retirement Savings Programs

FOR YOUR WORK/LIFE BALANCE

• Fifteen paid holidays per year
• Generous vacation and sick leave
• Commuter Benefits Program

THE HIRING PROCESS

Failure to provide the information as required on the application form including attaching a cover letter and a resume shall immediately disqualify an applicant from employment consideration.

Please Note: **This position has been designated as “sensitive” and requires a pre-employment background check.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact Human Resources if you require a reasonable accommodation to apply for a job. Examples of reasonable accommodation include making a change to the application process, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

WHAT TO EXPECT

Applicants who meet the position requirements will be competitively evaluated to identify the individuals whose breadth and depth of experience and education most closely relate to the stated requirements and the needs of the College. Depending on the quality and number of the applications received, only the better qualified applicants may be contacted for an interview. THE POSITION IS OPEN UNTIL FILLED.

The skills listed above are comprehensive, and we understand there are great candidates who possess only a subset of those skills, or who have other important skills. If you match some of these skills, please do not hesitate to apply.

UC Hastings College of the Law is an equal opportunity employer. UC Hastings strives to provide a diverse and inclusive educational environment that fosters cultural awareness, mutual understanding and respect. UC Hastings College of the Law is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching. Qualified women and members of underrepresented minority groups are strongly encouraged to apply.