Administrative Assistant - Legal - Shriners Children's

Shriners Children’s is an organization that respects, supports, and values each other. We are engaged in providing excellence in patient care, embracing multi-disciplinary education, and research with global impact. We foster a learning environment that values evidenced based practice, experience, innovation, and critical thinking. Our compassion, integrity, accountability, and resilience define us as leaders in pediatric specialty care for our children and their families.

All employees are eligible for medical, dental and vision coverage on their first day! In addition, upon hire all employees are eligible for a 403(b) and Roth 403 (b) Retirement Saving Plan with matching contributions of up to 6% after one year of service. Employees in a full-time or part-time status (40+ hours per pay period) will also be eligible for paid time off, life insurance, short term and long-term disability and the Flexible Spending Account (FSA) plans. Additional benefits available to full-time and part-time employees include tuition reimbursement, home & auto, hospitalization, critical illness, pet insurance and much more! Coverage is available to employees and their qualified dependents in accordance with the plans. Benefits may vary based on state law.

The Legal Administrative Assistant performs all administrative and secretarial duties directly supporting Healthcare Attorney(s) and Paralegal(s) in the Legal Department. Assists in the day‑to‑day Hospital legal services, functioning in a highly dynamic environment. Often called upon to handle sensitive information with professionalism and integrity. Strong senses of accomplishment as collaborative efforts meet the needs of the department. Duties include, but are not limited to: Transcription, including revisions, tracking and version control of complex contracts and documents. General secretarial skills, including copying, filing, faxing, processing overnight deliveries and mail. Key attributes include, but are not limited to: Demonstrated willingness and ability to be flexible function as a team player, multi task and prioritize assignments to meet time deadlines in a corporate legal department with a high volume workload. Ability to accurately and efficiently input and manage data within the Legal Department's electronic case management systems. Commitment and understanding of the unique confidentiality and privilege requirements of the Legal Department. Often serves as a contact to expedite information flow and management of workflow and associated documentation. Courteous and professional communication skills in dealing with all internal and external contacts with the Legal Department, including Board Members / corporate officers, Headquarters Staff, Hospital personnel, and outside counsel.

• Performs administrative duties, including, but not limited to, transcribing a large volume of dictation, including voice mail, e-mails, letters, memoranda, agreements and other documents. Demonstrates ability to type and track multiple redlined versions of agreements and documents. Prepares letters, memoranda, consents, receipts and refunding bonds for signature and notarization if applicable. Prepares and distributes litigation and settlement memoranda. Facilitates distribution of contracts to finance department and all interested parties in a timely manner. Proofreads and spell checks all documents prepared before returning to Attorney. Pays close attention to detail and demonstrates an ability to organize complex agreements/documents with numerous exhibits and attachments.
• Responsible for proper entry and updating various types of information in Department’s Electronic Case Management System and paper files. Ensures invoices for service fees and costs for outside counsel and other vendors are accurately reviewed, processed, tracked and records updated. Enters litigation dates, meetings and conferences into Attorneys’ calendars and database as appropriate. Enters, tracks and follows up relative to established deadlines.
• Provides administrative support to Healthcare group paralegals as time permits. Prepares form letters or transcribe dictation, updates case description notes and estimates, performs CLEAR and public record searches, scans and copies documents, file maintenance as directed.
• Initiates multi-line phone calls at the direction of Attorney(s) or others. Answers phone in a timely and professional manner. Screens incoming phone calls, takes and accurately records messages and ensures messages are promptly given to the appropriate person, or redirects calls as necessary. Coordinates multi participant teleconferences as directed.
• Copies documents as enclosures for files, distribution or faxing. Transmits documents outside of the department in a timely manner via fax, regular mail, express mail, email or interoffice mail. Receives and sorts faxes, regular mail, express mail, interoffice mail, and sometimes email, making sure that important items are brought to the responsible Attorney’s attention immediately. Copies letters, memos, agreements, reports and other documents in a timely manner, assuring that all mail goes out on time.
• Places documents in chronological order and either files or punches up documents to give to file clerks to file. Creates and maintains litigation pleading indexes for purposes of Attorney's attendance at mediation, depositions, trials, etc. Reviews and organizes pertinent information to complete the set up of the file and docket sheet. Pulls and closes files for long term storage when appropriate. Creates and maintains working files on various subject matters and/or subcommittees in which Attorney(s) may participate. Prepares, maintains, and updates various reports.
• Coordinates and arranges all necessary travel arrangements for Attorney, and arranges meetings when required. Prepares agendas and reports; provides assistance to Attorney and paralegal(s) upon request, gathers and distributes general information; and takes and transcribes minutes and distributes to attendees, if required. Prepares attorney's reimbursement form for approved expenses, for signature and submission to Finance department.

This is not an all-inclusive list of this job’s responsibilities. The incumbent may be required to perform other related duties and participate in special projects as assigned.

Minimum:

• 4 yrs of legal administrative assistant experience in a high volume legal practice
• 4 yrs of contracts and transactional legal work experience
• High School Diploma/GED