"LEGAL SUPPORT SPECIALIST ADMINISTRATOR, LITIGATION"

The Legal Support Specialist Administrator, Litigation works primarily independently and provides UC Legal-wide administrative litigation and other practice group support for legal practice groups. Responsible for systemwide litigation intake including distribution, complaint summary review and creation, subpoena processing, etc. Collaborates with paralegals, other legal support specialists, attorneys, and litigation and e-discovery support staff to complete and manage incoming client related legal projects and assignments. Provides back up for Legal Operations Specialist Administrator, Litigation teammate(s) entering new matters and maintaining data integrity for reporting and litigation audits, etc. Communicates and establishes processes and procedures related to proper information management; corrects errors, trains others and leads operational and / or procedural assignments that require the exercise of considerable discretion and independent judgment related to important UC Legal related activities and attorney work product. Also may communicate with clients at campus locations to maintain data integrity of matter management system and trains and communicates proactively with staff and attorneys re same. Tasks involve the handling of confidential information related to litigation practice and other legal practice teams as needed. The LSS Litigation Administrator must understand the implications of their work and make recommendations for improvements. Works on operational and/or procedural assignments that are strategic in nature, with advanced difficulty, requiring the exercise of considerable discretion and independent judgment. May provide back-up assistance for other legal functions as needed.

Responsibilities:

• Acts as primary maintaining UC Legal data integrity in matter management systems by coordinating and executing all steps of the matter and file opening and closing processes in the software, scanning and uploading documents into the document management system, developing forms and processes to streamline procedures and tasks, performing data validation, auditing and reconciliation for litigation Risk matters and all Core matters, determining methods and procedures on new assignments, applying somewhat complex Excel formulas, pivot tables, and similar functions for reports, compiling and assembling disparate spreadsheets, and managing UC Legal's outside counsel requests.
• Backs up as secondary the management and production of legal cause of action summaries for every UC systemwide litigation matter received, thoroughly reads/reviews each incoming pleading, logs, processes and distributes the Cause of Action summary, adds associated documents to systems, communicates any issues, distributes 'litigation summary package' to all stakeholders, manages subpoena process, updates individual matters, and responds to 'Intent to Sue' letters.
• Completes incoming client related legal projects and assignments especially related to litigation, e-discovery, electronic file management, proactively communicates with manager and executive stakeholders, applies specialized office software, uses knowledge to identify and recommend improvements, trains and communicates with UC Legal team members, and supports onsite service of process.
• Maintains data integrity in matter management system by coordinating and executing all steps of the matter and file opening and closing processes, scanning and uploading documents, developing forms and processes, performing data validation and reconciliation, determining methods and procedures, and training team members.
• Prepares correspondence and other written materials for department management requiring specialized knowledge of litigation subject matter, drafts, edits and proofreads written materials.

Experience: Minimum of 5 years of Litigation Legal Operations practice support for public agencies or private firms required.

Required Qualifications: Thorough knowledge of administrative procedures and processes including word processing, spreadsheet and database applications, strong verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills, experience managing sensitive and confidential information, interpersonal and work leadership skills, familiar with or able to learn basic legal terminology, definitions and numerous codes and abbreviations, excellent attention to detail.

Preferred Qualifications: Data entry, management, and reporting experience, experience working on highly detailed tasks with executives involving information that is confidential and subject to attorney-client and work product privilege.

Education: Associate degree in related area and/or equivalent experience/training required.

Special Conditions: This position has been approved for a hybrid work arrangement. A new hire will be required to report to work onsite in Oakland, CA at least 2 days per week (currently Tuesday and Wednesday). Remote candidates residing in or willing to relocate to California may be considered.

Salary and Benefits: Job Title: Legal Support Specialist 3, Job Code: 007382, Salary Grade: Grade 19, Payscale: $35.92 - $41.18/hour (approximately $75,000 - $86,000 annual), commensurate with experience. For information on the comprehensive benefits package, visit Benefits of Belonging.

How to Apply: Please be prepared to attach a cover letter and resume with your application. The first review date for this job is August 28, 2025. The position will be open until filled.