Fact Witness Coordinator

West 4th Strategy•Charlottesville, VA

3d•Onsite

About The Position

Fact Witness Coordinator ROLE We need an experienced Fact Witness Coordinator to support the U.S. Attorney’s Office (USAO) in the Western District of Virginia (WDVA). The USAO WDVA prosecutes federal crimes and represents the United States in civil litigation across the district. As part of the Victim-Witness Program, this role specifically supports the management and coordination of fact witnesses in federal cases. In this position, you will work closely with Victim-Witness personnel, Assistant U.S. Attorneys (AUSAs), and legal staff to ensure witnesses are prepared and present for court proceedings, pre-trial conferences, and grand jury sessions. You will coordinate all logistics related to witness appearance and reimbursement, helping to reduce delays and enhance compliance with Department of Justice procedures. This is a full-time opportunity. We can offer a competitive salary and a comprehensive benefits package. Apply today.

Requirements

Good communication skills
Provide word processing and data entry/retrieval
Ability to review and analyze data and information from multiple sources
Ability to establish case/project files
Ability to enter and retrieve data from databases
Ability to prepare and format management reports
Ability to manipulate, transfer, compute, and print information
Ability to prepare and correct reports and correspondence using word processing software
Schedule appointments
Answer inquiries regarding case-related information as maintained in the database
Answer inquiries regarding case-related status
Obtain additional information from other agencies/organizations
Maintain internal status information on the disposition of designated information, files, and assets
Assure information is accurate and perform analytical computations necessary to process data
Provide administrative information and assistance concerning case or file to other agencies or organizations
Progressive and relevant experience

Nice To Haves

Bachelor’s degree is preferred

Responsibilities

Provide witness management assistance prior to, during, and after trial
Work directly with fact witnesses; provide assistance and support to ensure appearance for court, pre-trial conferences, and grand jury
Receive visitors, field phone calls, questions and other inquiries from fact witnesses seeking information pertaining to court, pre-trial conferences, grand jury appearances and expense reimbursement
Obtain pertinent information for files and documents necessary to arrange witness travel and reimbursements
Initiate contact/notify fact witnesses concerning travel arrangements, appearance date/time, and determine any special circumstances or needs of the fact witness
Use judgment to determine when AUSA should be notified of special circumstances or needs of fact witnesses
Confer with AUSA concerning fact witness appearance and special circumstances regarding witnesses (special authorizations, international witnesses, military/federal employee witnesses, or hostile witnesses)
Complete and submit proper documentation for special authorizations and obtain prior approval before proceeding with travel arrangement
Prior to fact witness’ appearance, ensure all travel documents and appearance date and time have been provided to witness
Make necessary arrangements for fact witness travel and lodging according to Department of Justice and USAO policies and procedures
Meet with fact witnesses upon arrival to designated hearing or pre-trial conference, offer and perform courtroom orientation, accompany witness to court, ensure a safe waiting area is available, and collect necessary documentation and signatures for fact witness reimbursement documents
Prepare and submit documentation for fact witness reimbursement, i.e. witness vouchers and other required documentation for fact witnesses
Furnish requested information concerning pending and completed fact witness vouchers
Gather required documentation and reconcile Government Travel Accounts
Obtain information, confer, and coordinate with the Court, Probation, Pretrial, U.S. Marshals Service, investigative agencies, and other counterparts, when necessary
Complete variable aspects of recurring documents in conformance with the rules governing their style and format
Compose original letters that do not require legal interpretations, but require a good working knowledge of legal procedures and specialized terminology relevant to fact witness laws and regulations
Perform general office procedures pertaining to fact witness management
Establish and maintain a variety of fact witness files, documents, and databases
Assemble documents and other information for fact witness file material and retention in accordance with established procedures and Department of Justice regulations
Establish and maintain calendar and/or database of active and pending fact witness appearances
Track hearings, trial dates, grand jury, and scheduling conferences
Perform other administrative and logistical fact witness management related duties as required/assigned