Legal Assistant II-Healthcare and Transactions/Contracts

WVU Medicine

About The Position

Coordinates and provides support to assigned supervising attorneys and/or other staff in the Healthcare and Transactions/Contracts teams with respect to daily operations, including management and coordination of calendars; answering and distributing phone calls and counsel request inquiries; preparing, organizing, and facilitating mailings; supporting a variety of administrative functions like payroll oversight and other delegated application responsibilities; maintaining case lists and supporting document collection efforts; collecting signatures on contracts and organizing/filing contracts into the contract management system; and performing other administrative and support functions as needed to support the teams’ legal operations. Maintains and supports the contract database for members of the Transactions/Contracts legal team providing counsel to WVUHS-affiliated entities; provides administrative support as it relates to contract management system.

Requirements

High School diploma or Equivalent.
One (1) year experience in collections or in a law firm.
Ability to type at least 35 wpm.
Basic computer knowledge and ability to operate standard office software.
Knowledge of civil judicial proceedings and courts.
Good verbal and writing skills.
Basic mathematical skills.
Excellent organizational skills and attention to detail.

Nice To Haves

Associates degree in business/office management, secretarial sciences, or related legal field.
Previous experience with payroll preferred.
Knowledge of medical terminology preferred.

Responsibilities

Initiate contact and communication with Circuit Courts, Magistrate Courts and Federal Courts and obtain copies of relevant court documents.
Maintain and utilize a contract management system to permit timely review, renewal, amendment and expiration notification of contracts involving WVUHS-affiliated entities.
Coordinate activities to ensure smooth operation of the department developing and maintaining contacts with other departments as needed; ensure timely and accurate communication within the department and external to the department as needed; provide excellent customer service; provide information about department, policies, and operation; schedule meetings and maintain appointment calendars.
Coordinate or assist in the preparation of contracts, administrative reports, statistical tables, requisitions, and other data gathering for review by or signature of business partners, supervising attorneys, and other staff as assigned.
Prepare administrative summaries and special reports; gathers data to support department needs; perform and support departmental purchasing functions which may involve vendor contact or contact with other outside entities in support of the purchasing function; support departmental payroll/personnel processes, including expense reimbursement requests; assist in compiling data for budgetary issues, assists with billing and reimbursement activities.
Maintain appropriate departmental filing system and departmental files ensuring ease of access in timely manner to accurate information. Maintain departmental databases and financial data. Compile departmental correspondence and reports in final form.
Receive and screen visitors and telephone calls and ensure accurate and timely communications.
Screens, evaluates, and prioritizes all incoming telephone calls in such a way that urgent situations are handled in an appropriate manner; answers incoming telephone calls within three rings; responds to general inquiries concerning the activities and operation of the department by relating, or referring to established policies and procedures.
Support performance improvement and quality assurance initiatives.
Compile and maintain documentation in document retention programs and assist and/or perform letter drafting and/or mailing functions consistent with the needs of attorneys/staff on the Healthcare and Transactions teams.