LEGAL SUPPORT SUPERVISOR

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Position Base: Oakland
Location: UCOP - Franklin Building

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

The Office of General Counsel (OGC) delivers ethical, timely, efficient and high quality legal services to the University of California ten campuses, five medical centers, and the Lawrence Berkeley National Laboratory, as well as to the Board of Regents, the President, the Chancellors and other officers of the University. Its services include prosecuting and defending litigation, drafting and negotiating agreements, providing advice, counsel and interpretation of laws, regulations and policies, and assisting with development of effective compliance and risk mitigation strategies to facilitate the University's complex operations.

Legal Practice Support Operations Team within 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.

Key Responsibilities

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.

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 and/or AA3 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.

Required Qualifications

• Minimum of 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.

Education

• Associates degree and progressively responsible administrative support in related area and / or equivalent experience / training required.

SPECIAL CONDITIONS

The person hired will be required to reside within California and report to work on-site at UC's Office of the President (UCOP) located in Oakland, CA on a regular basis. Current policy requires that a new employee work on-site at least two days a week on Tuesdays and Wednesdays ("anchor days").

SALARY AND BENEFITS

Job Title: Legal Operations Supervisor 2
Job Code: 007381
Salary Grade: Grade 23

Payscale:
$114,000 - $125,000 annual, commensurate with experience

The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

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 is December 2, 2024. 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

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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. For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20. For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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