Office Manager-Counsel (Hybrid)

University of Illinois System•Urbana, IL

3d•Hybrid

About The Position

The main function of the position is to serve as a member of the administrative support team with primary support for multiple attorneys and select operations staff. This administrative support team services the Urbana in-house legal team within the Office of University Counsel. The attorneys have primary responsibility for the management of numerous legal matters and to provide timely and effective advice and counsel to various University units and personnel.

Requirements

High school diploma or equivalent.
Two (2) years (24 months) of work experience comparable to the third level of this series.
Excellent verbal and written communication skills, administrative skills, and professional conduct.
Excellent keyboarding, grammar, and proofreading skills, with strong emphasis on accuracy and attention to detail.
Demonstrated ability to process correspondence, reports, and other documents that appropriately reflect University and department standards.
Knowledge of Microsoft Office Suite and the ability to learn unit-based software.
Strong interpersonal skills that reflect courtesy, diplomacy, and a collaborative approach to develop and maintain effective work relationships.
Ability to work independently and to exercise good judgment and discretion in the performance of all work assignments.
Ability to multi-task and prioritize work to meet deadlines.
Ability to take direction.
A general understanding of the University and its structure.

Responsibilities

Acts as a legal receptionist. Answers central phone line and routes calls appropriately. Monitors departmental shared email account and routes/responds to messages accordingly. Uses discretion and independent judgment to answer questions on behalf of assigned attorneys and/or refers individuals to the appropriate person.
Maintains inventory of office and copier supplies; processes purchases of general office supplies through iBuy; maintains conference room calendars; and coordinates the department car/parking spaces program. Reviews, distributes, and processes incoming mail and assists with the preparation and coordination of outgoing correspondence and mailings. Maintains departmental records and filing systems and tracks copier usage and related reporting. Provides backup support for coordinating and setting up meetings that require video conferencing or network needs.
Provides administrative support to multiple attorneys and select operations staff. Summarizes and compiles substantive information on legal matters. Acts as attorneys' liaison with external units and internal staff. Schedules meetings for attorneys, and accurately prepares correspondence and reports. Organizes and maintains attorney files.
Maintains attorneys' calendars. Establishes, revises, and handles inquiries on behalf of attorneys in relation to their calendars. In a timely fashion, reminds attorneys of upcoming events and pulls pertinent information to allow adequate and necessary preparation time. Prepares documents and files copies as needed. Assists with travel and lodging arrangements for attorneys attending conferences, professional development programs, and off-site meetings. Utilizes corporate credit cards in accordance with all applicable training requirements, policies, and procedures. Processes travel-related invoices and manages attorney expense reimbursements through the Emburse expense management system, ensuring accuracy, timeliness, and compliance with organizational policies and procedures. Arranges hearings for matters. Secures space, schedules court reporters, and coordinates signatures on contracts for appropriate payment of invoices relative to hearing. Retrieves attorneys' files for hearings. Updates legal case data using a case management database containing highly sensitive information. Generates and manages documents. Reviews open matters for consideration to be closed. Drafts confidential or sensitive correspondence. Transcribes correspondence and legal documents from electronic emails and handwritten rough drafts into final form. Reviews and edits documents prepared by attorneys for appropriate spelling, punctuation, syntax and format; modifies as necessary. Conducts research and reports findings as directed by attorney.
Provides administrative support for special projects and departmental operations. Assists with daily office functions, including routing and distributing documents; preparing correspondence, forms, reports, and spreadsheets; maintaining file libraries and departmental records; updating informational databases and distribution lists; processing deposits through the Bursar's Office and maintaining related records. Supports and provides guidance to student employees in the performance of daily operational duties.
Performs related duties as assigned.