Case Administrator (Legal Services/Administrative Support) - American Arbitration Association Inc.

Description

Overview
You will work with a dedicated group of professionals and will be responsible for providing administrative support on arbitration and mediation cases in accordance with the rules and procedures of the AAA and applicable law. This is an exciting opportunity for an individual seeking a legal career who prides themselves on professionalism, client service, communications abilities, and problem-solving skills.

The successful applicant will work from one of the AAA's regional offices, on a hybrid basis. This position's starting annual salary range is based upon location, with quarterly incentive opportunities. 

• San Antonio, TX - $46,000 - $49,000
• Fresno, CA - $49,000 - $52,000
• Dallas, TX - $49,000 - $52,000
• Houston, TX - $50,000 - $53,000
• Minneapolis, MN - $50,000 - $53,000
• Los Angeles, CA - $54,000 - $58,000
• San Francisco, CA - $58,000 - $62,000

Named one of the 50 best nonprofits to work for by the Non-Profit Times, our employees enjoy rewarding careers in a fast-paced, results-driven environment. We offer a competitive compensation package, including incentives. Eligible employees also participate in a comprehensive benefits program that includes medical, dental, orthodontia, vision coverage, a student loan repayment program, a 403(b) retirement plan with substantial company match, discounted pet insurance, and generous paid-time-off benefits.

Responsibilities

• Assists in administering arbitration and mediation cases; communicates regularly with parties, party representatives, arbitrators, and mediators by telephone, email, and letter; performs scheduling and other administrative tasks.
• Understands and applies rules and procedures for administering arbitration and mediation cases, including fee and billing policies; interprets and determines their appropriate application to assigned cases.
• Maintains and updates case files, records, and documents in the online case management system (PRISM).
• Ensures confidentiality of case information and case records; adheres to the AAA's information security and data privacy policies, procedures, and practices.
• Assists in coordinating, initiating, and administering conference calls and video conferences.
• Applies correct case fee schedules; accurately calculates and allocates billings/cancellations based on fee schedules and contractual agreements; explains fee calculations and billing processes to customers.
• Prepares and sends electronic and written communications to parties, party attorneys, arbitrators, and mediators.
• Proactively identifies case management issues, informs management, and takes appropriate action to resolve them.
• Responds to inquiries from clients, client representatives, and panelists promptly and courteously; assist managers with informing and educating clients and client representatives on ADR processes. Provides feedback to management regarding interaction with arbitrators and mediators.
• Demonstrates regular, reliable, and predictable job attendance.
• Attends on-site and in-person meetings and training sessions.

Qualifications

Education & Experience: Associates degree in business or related discipline; 2-4 years of relevant work experience (e.g., customer service, case administration, legal environment) or an equivalent combination of education and work experience.

• Proficiency in reading and interpreting various documents, including legal files, business correspondence, and procedure manuals.
• Demonstrates strong written communication skills for reports and correspondence.
• Communicates effectively verbally, both in person and via telephone or videoconference, with diverse stakeholders such as customers, attorneys, arbitrators, mediators, and colleagues.
• Intermediate proficiency with Microsoft Outlook, Word and web-based case management systems databases, and other relevant software; quickly learns and adapts to new technologies, including but not limited to AI-related technology.
• Intermediate proficiency in Microsoft Excel, including functions such as pivot tables, formulas, and data analysis tools to maintain, interpret and present complex data effectively.
• Experienced in data management, with the ability to organize and maintain large datasets, ensuring accuracy and efficiency in reporting and decision-making processes.
• Ability to maintain composure and professionalism when dealing with challenging situations or difficult individuals.