Fact Witness Coordinator

Crossroads Talent Solutions•Charlotte, NC

1d•Onsite

About The Position

The Fact Witness Coordinator provides critical administrative, logistical, and operational support to the United States Attorney’s Office (USAO), Western District of North Carolina, in support of the federal fact witness management process. This position works closely with Victim-Witness personnel, Assistant United States Attorneys (AUSAs), law enforcement agencies, court personnel, and witnesses to coordinate witness appearances and ensure smooth participation throughout the federal judicial process. The successful candidate will serve as a key liaison for fact witnesses involved in federal criminal proceedings by coordinating travel, lodging, reimbursements, scheduling, courtroom orientation, and communication related to trials, pre-trial conferences, hearings, and grand jury proceedings. The position requires exceptional organizational skills, professionalism, discretion, attention to detail, and the ability to manage sensitive and confidential information in a fast-paced legal environment.

Requirements

High school diploma required
Minimum of 2 years of administrative, legal support, witness coordination, or related professional experience preferred.
Strong verbal and written communication skills.
Proficiency in Microsoft Office Suite and standard office software applications.
Experience with database management, data entry, document preparation, and records maintenance.
Ability to organize, prioritize, and manage multiple tasks in a deadline-driven environment.
Ability to review, analyze, and verify information from multiple sources with a high degree of accuracy.
Strong customer service and interpersonal skills when interacting with witnesses, attorneys, courts, and federal agencies.
Ability to handle sensitive, confidential, and emotionally charged situations with professionalism and discretion.
Ability to work independently and collaboratively within a legal support environment.
Candidates must successfully complete required federal background investigations and security screening procedures.
Employment is contingent upon the ability to obtain and maintain the required security clearance and comply with all DOJ security requirements.

Nice To Haves

associate’s or bachelor’s degree preferred
Prior experience supporting legal, court, law enforcement, victim services, or federal government operations.
Familiarity with federal court procedures, legal terminology, and Department of Justice operations.
Experience coordinating travel or processing reimbursement documentation.
Knowledge of Federal Travel Regulations (FTR) and witness reimbursement processes.
Experience working with confidential government information or secure databases.

Responsibilities

Coordinate fact witness appearances for federal court proceedings, pre-trial conferences, hearings, and grand jury proceedings.
Serve as the primary point of contact for witnesses regarding scheduling, travel arrangements, lodging, reimbursements, and court-related procedures.
Contact and notify witnesses regarding required appearance dates, times, and travel details.
Assess witness needs and identify special circumstances requiring additional coordination or support.
Communicate with AUSAs regarding witness issues, special authorizations, international witnesses, hostile witnesses, military witnesses, or federal employee witnesses.
Ensure witnesses receive all necessary travel documents and appearance instructions prior to court proceedings.
Meet witnesses upon arrival at designated court locations and provide courtroom orientation and procedural guidance.
Escort witnesses to court proceedings and coordinate secure and appropriate waiting areas when necessary.
Maintain ongoing communication with witnesses to ensure appearance compliance and readiness for proceedings.
Arrange witness travel and lodging in accordance with Department of Justice and USAO policies and procedures.
Coordinate hotel arrangements and maintain annual Memorandums of Understanding (MOUs) with lodging providers.
Ensure all forms, reimbursement documents, and per diem rates are current and compliant with DOJ standards.
Prepare, process, and submit witness reimbursement documentation, including travel vouchers and supporting paperwork.
Reconcile Government Travel Accounts and gather supporting financial documentation as required.
Provide updates and information regarding pending and completed witness reimbursement requests.
Ensure compliance with Federal Travel Regulations (FTR) and agency travel policies.
Establish, organize, and maintain witness files, databases, calendars, and records in accordance with DOJ regulations and records retention policies.
Track hearings, trial dates, grand jury appearances, and scheduling conferences.
Maintain accurate case-related information and internal status updates regarding witness activity and file disposition.
Prepare recurring documents, reports, correspondence, and administrative materials using established legal formats and templates.
Draft professional correspondence requiring knowledge of legal terminology, witness procedures, and DOJ practices.
Answer inquiries from witnesses, attorneys, court personnel, and other agencies regarding witness status and related information.
Collect, verify, analyze, and update information from multiple agencies and sources.
Perform data entry, retrieval, reporting, and administrative support functions utilizing government databases and word processing software.
Coordinate with federal courts, U.S. Marshals Service, Probation, Pretrial Services, investigative agencies, and other federal counterparts as necessary.
Provide administrative assistance and case-related information to authorized agencies and organizations.
Support communication and coordination among legal staff, victim-witness personnel, and law enforcement partners.
Maintain strict confidentiality of all case-related information and witness records in accordance with the Privacy Act and DOJ regulations.
Complete required DOJ ethics and cybersecurity awareness training.
Comply with all government security requirements, including background investigations and clearance procedures.
Adhere to DOJ standards of conduct, confidentiality requirements, and quality assurance procedures.