Senior Legal Administrative Assistant

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Senior Legal Administrative Assistant

Duties: Under general direction, will serve in the capacity of a confidential Senior Legal Administrative Assistant for the Vice President/General Counsel and Counsel; function in an independent manner to provide a wide variety of responsible and confidential administrative and secretarial duties; manage the daily functions of the Legal Department; and serve as a liaison with other attorneys and staff, administration, outside counsel, government agencies, and the general public. Reports to Vice President/General Counsel. Provide administrative support for two attorneys: relieve the VP-General Counsel of various administrative details, coordinate and maintain effective Legal Department procedures, efficient work flow, and implements office policies and procedures, and provide assistance in resolving operational and administrative problems; support both attorneys by managing heavy calendar activity, coordination of complex meetings and conference calls, communicate and manage incoming and outgoing electronic communications, prioritize and perform a wide variety of complex duties and projects simultaneously; arrange travel and reservations; draft, type and transcribe correspondence and various legal documents; provide reports as necessary; manage electronic matter files; create notebooks and meeting files; handle inquiries and requests from internal and external contacts; and act as confidential liaison between administration, internal departments, and external contacts; assist with sensitive matters preserving the confidentiality of information related to the organization, its patients and staff; provide explanation and support where needed and maintain confidentiality in all aspects of duties. Generate a draft budget for each new fiscal year; monitor approved budget accounts; perform a full range of accounting duties in support of the Department; coordinate and track accounts payable; assume responsibility for accounting and processing of requisitions and all expenses including travel expenses and mileage, and submit electronic requests for; and ensure expenses remain as low as possible; Manage the day to day activities of the Department; manage personnel hiring/termination processes, personnel files, time/attendance, coordinating and processing annual performance reviews, provide new hire training/orientation; manage legal intern/student on-boarding process, provide office orientation, legal software training, and coordinate Medical Center tour and operating room observation; Maintain departmental website; select and/or make recommendations for purchase of supplies/equipment; troubleshoot equipment and computer software/hardware problems; engage appropriate technical support; Research and obtain information/documents per department requests; analyze administrative procedures and make recommendations for improvement; provide assistance to attorneys, paralegals and staff. Initiate and manage outside attorney/consultant invoice payments; manage internal invoice database; provide copies of invoices upon auditor requests; manage delivery and follow-up of outstanding invoices provided to the Office of Technology Asset Management; Prepare and provide legal service invoice reports.

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