Senior Legal Secretary
Princeton, New Jersey, United States
Job Summary
Occupation
Clerical and Administrative
Specialty
Secretary
Location
08901, New Brunswick, New Jersey, United States
Visa Sponsorship
No
Job Description
Last Update:
1/11/24
Position Details
Position Information
Recruitment/Posting Title
Senior Legal Secretary
Job Category
Staff & Executive - Legal
Department
General Counsel
Overview
Posting Summary
Rutgers, The State University of New Jersey, is seeking a Senior Legal Secretary for General Counsel. The Senior Legal Secretary provides a wide variety of confidential administrative assistance to the Office of the Senior Vice President and General Counsel. The position handles attorney-client privileged and confidential attorney work-product documents, information, and communications.
Among the key duties of this position are the following:
Maintains attorney calendars, schedules appointments, arranges and coordinates Transportation and Logistics for events and meetings, and ensures follow up. Task specific responsibilities may include, but are not limited to: coordinating and scheduling in-person meetings, WebEx and skype meetings, conference calls, administrative hearings, arbitrations, mediations, witness meetings, deposition preparation meetings and depositions, and arranging for court reporters, as necessary.
Performs routine and as-assigned tasks in electronic systems including document management, e-billing and matter management; travel and expense management; archiving and records management software and database program; create, maintain and organize files electronically and in paper form.
Prepares and tracks litigation hold notices, indemnification letters, and assist with litigation-related notifications to Risk Management.
Prepares and ensures timely delivery of settlement check requests and payments, and other office-related check requests by utilizing the SciQuest/RUMarketplace system, and other systems as needed; liaise with university administrators to manage the Transportation and Logistics of contract approvals.
Prepares in appropriate form, edit, and assists with filing briefs, position statements, other pleadings, and contracts being handled by in-house attorneys or by outside counsel, as needed.
Prepares travel related forms in compliance with office and university travel policies and guidelines, including but not limited to: submitting conference registration forms; booking flights; arranging ground transportation; reserving hotel accommodations; and estimating shuttle, taxi, mileage and toll charges; reconciling travel and related expenses and receipts and submitting in the online travel and expense database for reimbursement.
Updates and maintains electronic spreadsheets, and matter management database, in order to produce reports and charts showing active litigation, contracts, and docket of matters for departmental cross-functional practice groups.
Position Status
Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA
Nonexempt
Grade
04
Position Salary
Annual Minimum Salary
53752.000
Annual Mid Range Salary
68037.500
Annual Maximum Salary
82323.000
Standard Hours
37.50
Union Description
Administrators Confidential
Payroll Designation
PeopleSoft
Benefits
Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview.
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Seniority Unit
Terms of Appointment
Staff - 12 month
Position Pension Eligibility
ABP
Qualifications
Minimum Education and Experience
A bachelors degree in a related field; or an equivalent combination of education and/or experience.
A minimum of five (5) years of relevant experience working as an Administrative Assistant.
Certifications/Licenses
Use of personal vehicle in order to travel for business demands; a valid drivers license would be required for this position.
Required Knowledge, Skills, and Abilities
Proficiency with Microsoft Office software applications including word processing, spreadsheets, and email; online internet searching; ability and adaptability to learn new software applications and procedures.
The ability to set priorities and work under pressure to meet deadlines.
Must maintain a high degree of confidentiality and be able to effectively communicate with clients, attorneys and other professionals.
Must be a self-starter who is detail-oriented, and has strong organizational skills and the ability to work independently with a high degree of accuracy.
Strong verbal and interpersonal communication skills a must.
Preferred Qualifications
A minimum of fifteen (15) years of relevant experience working as an Administrative Assistant.
Experience working with attorneys and/or in a legal office or setting.
Experience using Worldox, e-billing and matter management software.
Equipment Utilized
Software programs and databases utilized: Worldox (document management); LexisNexis\CounselLink (e-billing and matter management); SciQuest (RU Marketplace) (Procurement); Oracle (travel and expense management); Infolinx (archive and records management).
Physical Demands and Work Environment
Special Conditions
Travel on occasion may be necessary.
Clean driving record.
Posting Details
Posting Number
23ST0813
Posting Open Date
03/20/2023
Special Instructions to Applicants
Regional Campus
Rutgers University-New Brunswick
Home Location Campus
Rutgers University - New Brunswick
City
New Brunswick
State
NJ
Location Details
Pre-employment Screenings
All offers of employment are contingent upon successful completion of all pre-employment screenings.
Immunization Requirements
Under Policy 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees, Rutgers University requires all prospective employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. Under Policy 100.3.1 Immunization Policy for Covered Individuals, if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidates offer of employment or disciplinary action up to and including termination.
Position Information
Recruitment/Posting Title
Senior Legal Secretary
Job Category
Staff & Executive - Legal
Department
General Counsel
Overview
Posting Summary
Rutgers, The State University of New Jersey, is seeking a Senior Legal Secretary for General Counsel. The Senior Legal Secretary provides a wide variety of confidential administrative assistance to the Office of the Senior Vice President and General Counsel. The position handles attorney-client privileged and confidential attorney work-product documents, information, and communications.
Among the key duties of this position are the following:
Maintains attorney calendars, schedules appointments, arranges and coordinates Transportation and Logistics for events and meetings, and ensures follow up. Task specific responsibilities may include, but are not limited to: coordinating and scheduling in-person meetings, WebEx and skype meetings, conference calls, administrative hearings, arbitrations, mediations, witness meetings, deposition preparation meetings and depositions, and arranging for court reporters, as necessary.
Performs routine and as-assigned tasks in electronic systems including document management, e-billing and matter management; travel and expense management; archiving and records management software and database program; create, maintain and organize files electronically and in paper form.
Prepares and tracks litigation hold notices, indemnification letters, and assist with litigation-related notifications to Risk Management.
Prepares and ensures timely delivery of settlement check requests and payments, and other office-related check requests by utilizing the SciQuest/RUMarketplace system, and other systems as needed; liaise with university administrators to manage the Transportation and Logistics of contract approvals.
Prepares in appropriate form, edit, and assists with filing briefs, position statements, other pleadings, and contracts being handled by in-house attorneys or by outside counsel, as needed.
Prepares travel related forms in compliance with office and university travel policies and guidelines, including but not limited to: submitting conference registration forms; booking flights; arranging ground transportation; reserving hotel accommodations; and estimating shuttle, taxi, mileage and toll charges; reconciling travel and related expenses and receipts and submitting in the online travel and expense database for reimbursement.
Updates and maintains electronic spreadsheets, and matter management database, in order to produce reports and charts showing active litigation, contracts, and docket of matters for departmental cross-functional practice groups.
Position Status
Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA
Nonexempt
Grade
04
Position Salary
Annual Minimum Salary
53752.000
Annual Mid Range Salary
68037.500
Annual Maximum Salary
82323.000
Standard Hours
37.50
Union Description
Administrators Confidential
Payroll Designation
PeopleSoft
Benefits
Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview.
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Seniority Unit
Terms of Appointment
Staff - 12 month
Position Pension Eligibility
ABP
Qualifications
Minimum Education and Experience
A bachelors degree in a related field; or an equivalent combination of education and/or experience.
A minimum of five (5) years of relevant experience working as an Administrative Assistant.
Certifications/Licenses
Use of personal vehicle in order to travel for business demands; a valid drivers license would be required for this position.
Required Knowledge, Skills, and Abilities
Proficiency with Microsoft Office software applications including word processing, spreadsheets, and email; online internet searching; ability and adaptability to learn new software applications and procedures.
The ability to set priorities and work under pressure to meet deadlines.
Must maintain a high degree of confidentiality and be able to effectively communicate with clients, attorneys and other professionals.
Must be a self-starter who is detail-oriented, and has strong organizational skills and the ability to work independently with a high degree of accuracy.
Strong verbal and interpersonal communication skills a must.
Preferred Qualifications
A minimum of fifteen (15) years of relevant experience working as an Administrative Assistant.
Experience working with attorneys and/or in a legal office or setting.
Experience using Worldox, e-billing and matter management software.
Equipment Utilized
Software programs and databases utilized: Worldox (document management); LexisNexis\CounselLink (e-billing and matter management); SciQuest (RU Marketplace) (Procurement); Oracle (travel and expense management); Infolinx (archive and records management).
Physical Demands and Work Environment
Special Conditions
Travel on occasion may be necessary.
Clean driving record.
Posting Details
Posting Number
23ST0813
Posting Open Date
03/20/2023
Special Instructions to Applicants
Regional Campus
Rutgers University-New Brunswick
Home Location Campus
Rutgers University - New Brunswick
City
New Brunswick
State
NJ
Location Details
Pre-employment Screenings
All offers of employment are contingent upon successful completion of all pre-employment screenings.
Immunization Requirements
Under Policy 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees, Rutgers University requires all prospective employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. Under Policy 100.3.1 Immunization Policy for Covered Individuals, if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidates offer of employment or disciplinary action up to and including termination.