Practice Services Coordinator

Staff Careers•Pittsburgh, PA

10d•Onsite

About The Position

As a member of the Practice Services Team, the Practice Services Coordinator provides comprehensive administrative support to all team members. The primary responsibilities include but are not limited to: Provide administrative support to the Chief Practice Services Officer and all the Practice Services leadership team. Coordinate and oversee special projects and firm-wide initiatives, including but not limited to participating in project meetings for planning, implementation, and training for members of FOXproTEAMS (administrative support structure) and Paralegals/Practice Assistants. Assist with the coordination of review process calendars, meeting schedules and deadlines to ensure that each process runs on time and firm objectives are achieved. Assist with the management of viDesktop processes and create reports, including reminders related to the process. Provide support for paralegal recruiting, including scheduling interviews, working with candidates and recruiting agencies, human resources department, and attorneys. Provide back-up support for on-boarding and off-boarding processes, including drafting offer letters, reference checking, launching, monitoring, and reviewing background checks. Create and maintain best practices guides, standard operating procedures and guidelines for implementation and adoption for existing and new initiatives and processes. Coordinate meetings, including scheduling, submitting video conference and hospitality requests, booking conference rooms, and preparing materials. ADDITIONAL FUNCTIONS: Various short-term and long-term projects, as assigned. Assist with other related administrative duties, as assigned. Other duties, as assigned.

Requirements

Education: Bachelor’s degree in related field required. Equivalent work experience will be considered in lieu of a bachelor’s degree.
Experience: Paralegal Certificate or two (2) years’ work experience as a paralegal is strongly preferred; or Four (4) years’ work experience as a legal administrative assistant in a law firm will also be considered.
Must be a highly motivated, personable self-starter who is able to manage multiple projects simultaneously and successfully, many with tight deadlines.
Highly proficient with MS Word, Excel, PowerPoint, and database management systems.
Excellent organizational and interpersonal relations skills; strong internal client focus.
Ability to maintain confidentiality at all times.
Ability to manage multiple priorities and tasks simultaneously and follow through on issues in a timely manner.
Demonstrated experience in coordinating the activities or tasks of people, groups and organizations.
Excellent presentation, writing, and verbal communication skills, as well as the ability to be proactive in tailoring communications effectively for different groups and stakeholders.
Excellent grammar, vocabulary, and reading comprehension.
Ability to undertake and manage large projects with effective use of firm resources.
Assess, adapt and reprioritize projects quickly when situations change, as well as following through on issues in a timely manner.
Ability to use standard office equipment, including personal computer, copier, scanner, telephone, etc.

Nice To Haves

Paralegal Certificate or two (2) years’ work experience as a paralegal is strongly preferred

Responsibilities

Provide administrative support to the Chief Practice Services Officer and all the Practice Services leadership team.
Coordinate and oversee special projects and firm-wide initiatives, including but not limited to participating in project meetings for planning, implementation, and training for members of FOXproTEAMS (administrative support structure) and Paralegals/Practice Assistants.
Assist with the coordination of review process calendars, meeting schedules and deadlines to ensure that each process runs on time and firm objectives are achieved.
Assist with the management of viDesktop processes and create reports, including reminders related to the process.
Provide support for paralegal recruiting, including scheduling interviews, working with candidates and recruiting agencies, human resources department, and attorneys.
Provide back-up support for on-boarding and off-boarding processes, including drafting offer letters, reference checking, launching, monitoring, and reviewing background checks.
Create and maintain best practices guides, standard operating procedures and guidelines for implementation and adoption for existing and new initiatives and processes.
Coordinate meetings, including scheduling, submitting video conference and hospitality requests, booking conference rooms, and preparing materials.
Various short-term and long-term projects, as assigned.
Assist with other related administrative duties, as assigned.
Other duties, as assigned.