Manager, Legal Services Fund Administration

BLDG SVC 32 B-J•New York, NY

About The Position

The Building Service 32BJ Legal Services Fund supports a large, and geographically diverse membership base of approximately 185,000 active members annually. While not all eligible members access legal services each year, the Fund is responsible for ensuring access, coverage, and compliance for this population across multiple jurisdictions and areas of law. The Fund provides coverage across a broad range of legal matters, with Immigration matters representing the largest share of cases, followed by Matrimonial and Family Law matters. These legal services are provided by Staff Attorneys, who are directly employed by the Fund and primarily handle matters arising in New York City, and Cooperating Attorneys (CA), who are external counsel retained and paid by the Fund to handle cases outside New York City, matters involving conflict of interest, or cases requiring geographic reach beyond the Fund's in-house capacity. The Legal Services Fund is supported by a team of 58 professionals, consisting of 16 staff attorneys, 10 paralegals, 10 intake specialists, 4 legal assistants, 7 operations staff, and 11 management staff members. Under the supervision of the Director, Operations & Strategy, the Manager, Legal Services Fund Administration is responsible for managing the administrative operations of the Legal Fund, including supervising non-attorney personnel, evaluating and managing the Fund's information systems, assisting in the management of the Fund's finances, supporting the coordination of the Fund's client services and evaluation, managing and supervising the facilities of the Fund. The Manager, Legal Services Fund Administration assists the Fund's supervising staff in recruitment, training and improving the total quality of the practice of law for the Fund.

Requirements

4+ years of experience in the operations of a complex and busy organization
Confidence in taking initiative, thinking creatively, problem solving, working well under pressure, and managing projects effectively
Ability to autonomously manage multiple tasks, projects, and responsibilities in parallel
Excellent supervision skills and enthusiasm for leading and managing people
Strong organizational, planning, and time management skills
Exceptional attention to detail
Strong oral and written communications skills, including editing and proofreading skills
Experience working collaboratively and coordinating responsibilities with colleagues across departments on projects
Experience using software/technology that supports legal operations (e.g., case management, time-keeping, expense and invoice processing, accounting, call center, etc.)
Proficiency with Microsoft Office, Adobe Acrobat, and experience with spreadsheets and databases
Strong active listening skills and demonstrates attentiveness to concerns raised by staff
Exercises sound judgment when prioritizing competing demands, handling sensitive matters, and escalating issues appropriately.
Navigates sensitive information with discretion, professionalism, and emotional intelligence.
Adaptable to changing organizational needs and changes.
Bachelor's degree required in Political Science, Legal Studies, Business Administration, or other relevant fields required.

Nice To Haves

Prior experience in legal administration, legal operations, or legal project management preferred
Bilingual in English and Spanish preferred
Master's degree preferred

Responsibilities

Manage hiring, onboarding, and professional development for the Legal Fund, including recruitment and training of staff in collaboration with the supervisory team and Benefit Funds' HR department
Supervise personnel, including Intake Specialists, Assistant Manager and Administrative staff in performing the duties necessary to support the goals of the Legal Fund
Provide coaching and constructive feedback to staff members to promote staff development
Strengthen and/or develop operations and systems including case management, calendaring, timekeeping, expense tracking, vendor management, personnel files, and maintain/develop policies and procedures documents
Work with Human Resources on recruitment and employee relations for the Legal Fund, including counseling personnel who are not complying with Fund procedures and standards and taking disciplinary action if necessary
In conjunction with the Fund's Director and the Human Resources team, participate in collective bargaining negotiations
Organize and facilitate staff meetings and multiple touch points for communication among the organization's stakeholders
Maintain personnel records for all employees
Maintain records of CLE compliance for Attorneys
Maintain and update Legal Fund policies
Administer the Fund's timekeeping records and maintain accurate documentation
Serve as back-up for regular processing of financial processes including Positive Pay, Escrow, NACHA and ACH systems in addition to responding to requests made by auditors
Drive Fund culture initiatives to foster collaboration and staff engagement
Conduct periodic evaluations of the technology equipment used by the Fund, including hardware and software to determine whether upgrades or elimination are required
Manage records retention, including information storage and retrieval
Maintain directories and storage of document templates across departments, and proactively make updates as needed
Coordinate and implement procedures concerning members' eligibility
Manage the telephone system, including assessments to ensure the Fund has a cost effective and up-to-date system
Monitor call analytics and reports
Handle coordination of IT service tickets
Work with Legal Fund supervisors in creating efficiencies and identifying new initiatives within their departments
Manage all aspects of the accounts payable process, including payment of vendor invoices, drafting of memos, contract negotiations, and maintaining documentation
Perform testing of hardware and software platforms as needed
Manage departmental vendors and contracts (e.g., malpractice insurance, library and research tools)
Manage interpreter relations and organize interpretation for calls, in-person meetings, and court appearances
Office space planning, including renovation of office space when necessary
Coordinate with Facilities regarding new and ongoing maintenance requests
Requisition of office furniture, including assessment of accommodation requests in conjunction with Facilities as required
Maintain office equipment, including printers/copiers, scanners, fax machines, postage and other mail equipment
Coordinate with relevant entities in any supplies request, including ordering of Legal Fund supplies
Coordinate with the Mailroom and IT on any digital mail or physical mail processes including daily mail run coverage
Manage the legal intake program, including quality and accuracy of client interactions, ensuring timely review of complaints, accurate records and reporting
Perform quality review checks of staff-client interactions
Administer all aspects of the Legal Fund's seminar program
Collaborate with Member Engagement and Communications on member outreach initiatives
Answer inquiries from clients, vendors, and other Funds
Coordinate the preparation and periodic updating of the Fund's informational materials
Display sensitivity and nuance in the handling of client matters
Anticipate the additional resources necessary to provide legal services to a growing base of members
Performing any other relevant, related or pertinent work or duties as requested or assigned by Legal Fund supervisors