"Senior Legal Secretary"

Position Summary

Rutgers, The State University of New Jersey is seeking a Senior Legal Secretary for the Office of the Executive Vice President and General Counsel. Provides a wide variety of confidential administrative assistance to the Office of the Executive Vice President and General Counsel. Handles attorney-client privileged and confidential attorney work-product documents, information, and communications.

Among the key duties of the position are the following:

• Maintain attorney calendars, schedule appointments, arrange and coordinate logistics for events and meetings, and ensure follow up. Task specific responsibilities may include, but are not limited to: coordinating and scheduling in-person meetings, Zoom and MSTeams meetings, administrative hearings, arbitrations, mediations, witness meetings, deposition preparation meetings and depositions, and arranging for court reporters, as necessary;
• Perform 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;
• Prepare and track litigation hold notices, indemnification letters, and assist with litigation-related notifications to Risk Management;
• Prepare and ensure 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 logistics of contract approvals;
• Prepare in appropriate form, edit, and assist with filing briefs, position statements, other pleadings, and contracts being handled by in-house attorneys or by outside counsel, as needed;
• Prepare travel requests 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;
• Update and maintain 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.

Minimum Education and Experience

• Bachelor's degree in a related field; or an equivalent combination of education and/or experience.
• At least two (2) years of relevant experience working in an administrative function.

City

New Brunswick

State

NJ

Equipment Utilized

• Software programs and databases utilized.
• NetDocuments (document management).
• LexisNexis\CounselLink (e-billing and matter management).
• SciQuest (RU Marketplace) (Procurement); Concur (travel and expense management).
• Infolinx (archive and records management).

Physical Demands and Work Environment

Travel on occasion may be necessary.

Posting Number

26ST0240