Job Description:

Posting Number:

Staff_0403225

Classification Title:

Staff

Working Title:

Legal Affairs Administrative Coordinator

Datatel Position ID:

GECO3ACLEGAL1A

Annual Hours:

2080

Placement Range:

$42,012.45 - $47,264.01

Position Type:

Regular

Job Category:

Exempt

General Description:

The Legal Affairs Administrative Coordinator is responsible for performing a diverse range of analytical, technical, and administrative duties in a confidential environment in support of the Legal Affairs Department and the General Counsel. Essential administrative support functions include but not limited to managing internal and external legal inquiries and communication, departmental budgeting and purchasing, risk management tracking and survey completion, OESC claims processing, coordination and collection of data and report preparation, and database management.

Reports To:

General Counsel

What position(s) reports to this position?:

N/A

Minimum Education/Experience:

Associate Degree and two (2) years of office/administrative assistant experience


OR


Four (4) years of office/administrative assistant experience



Applicants meeting the minimums via education must attach a transcript conferring the required degree or credit hours.

Required Knowledge, Skills & Abilities:

Positive human relations and communication skills.


Demonstrated ability to maintain confidentiality and a professional demeanor.


Demonstrated organizational skills and attention to detail.


Ability and desire to work in a fast-paced environment with a demanding workload.


Demonstrated ability to manage multiple priorities.


Ability to work both independently and cooperatively with others, take direction well, coordinate resources, solve problems, and reliably complete assigned projects.


Proficient with Microsoft Office or similar software to include word processing, spreadsheets, email and calendaring systems.


Demonstrated ability to edit and correct grammar, punctuation and spelling of manuscripts and correspondence drafts and prepare finished copy in quality format.


Ability to draft routine correspondence.


Accurate word processing skills.


Ability to maintain accurate records.


Accurate spelling and filing skills.


Effective telephone skills.


Basic math skills.


Must be punctual.


Must be reliable.

Physical Demands/Working Conditions:

1. GENERAL PHYSICAL REQUIREMENTS:
Light work: The person in this position may occasionally exert up to 20 pounds of force to grasp, lift, carry, push, pull, or otherwise move objects.


2. PHYSICAL ACTIVITIES:
This position requires the person to frequently move about the OCCC campus.


This position requires the person to frequently communicate with and listen to administration, faculty, staff, students, and others to perform the essential functions of the position. Must be able to exchange accurate information in various situations.


This position requires the person to frequently remain in a standing and stationary position.


This position requires the person to frequently operate a computer, other office machinery, and mobile devices to perform the essential functions of the position.


This position requires the person to use upper and lower body to exert force up to 20 pounds to grasp, lift, push, and/or pull materials or equipment.


This position requires the person to frequently position self to access materials that may be above head or at ground level.


This position requires the person to perceive attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.


3. VISUAL ACUITY:
This position requires the person to judge, observe and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.


4. WORKING CONDITIONS:
This position performs the essential functions in an indoor, office setting.

Preferred Qualifications:

Completion of associates degree or higher with studies in Business, Management, Administration or other related field.


Experience working in a legal affairs office environment

Required Training:

Quarterly training as required

Work Hours:

Monday through Friday, 8:00 a.m. to 5:00 p.m.

Department:

Legal Affairs

Job Open Date:

04/03/2024

Open Until Filled:

No

HR Contact:

Beth Holmes

Special Instructions to Applicants:

Applicants are to thoroughly complete the online application and attach the following required documents: cover letter, resume, and transcript, If meeting the minimum requirement via one of the education options.


If meeting the minimum requirement via an Associate Degree or higher and one (1) year of full-time secretarial experience, applicants are required to attach transcript conferring highest degree.


Applicants who do not attach the required documents will not be considered for the position.


For application assistance, please contact Human Resources at (405) 682-7542, Monday through Friday between the hours of 8:00 AM and 5:00 PM.

Job Duties (Position Specific):

The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

Job Duties (Duties Assignment Statement):

Develop and maintain a positive image of the Office of the Legal Affairs with faculty, staff, dignitaries, and general public.


Manage the office of Legal Affairs by coordinating the organizational, administrative, and technical processes of a varying nature to the General Counsel by performing a broad range of projects and assignments.


Coordinate the collection of data and preparation of reports for General Counsel approval.


Manage the General Counsel's schedule and maintain calendar; schedule meetings, prepare needed materials, and attend and record minutes as appropriate.


Alert the General Counsel to situations or significant matters that could develop into problems and may require their attention.


Coordinate using appropriate word processing, spreadsheet, database, and graphics software to draft correspondence, statistical, and informational reports, forms, and other documents, independently or with limited instruction, and make appropriate distribution.


Drafting weekly reports for finalization from the tracking


Risk Management incident tracking


Tracking and coordinating Risk Management survey responses


Docketing due dates with appropriate reminders and inviting the correct parties


Project tracking


Making calls to obtain information, forms, related to all legal affairs projects.


Manage and track OESC claims and research pertinent information.


Draft initial OESC response letters for submission and make sure that all responses are submitted prior to the deadline.


Review OESC billing against claims for the initial determination.


Manage all Legal Affairs E-file documents, emails, and letters


Review legal paper files to determine whether to seek authorization for destruction or make other disposition


Assist with research, hearing preparation


Assist with labeling and placing exhibits to documents


Tracking and filing policy revisions


Preparing and assisting with PowerPoint presentations.


Provide guidance and support to colleagues regarding contract-related matters and current status thereof


Coordinate and manage legal intake processes, including logging requests, tracking progress, and ensuring timely responses through appropriate channels of communication.


Manage and coordinate the day-to-day activities, including requests for budget approval and processing invoices


Manage and coordinate the routing of contracts for signature, collect and save executed contracts in designated shared folders


Maintain and update legal and compliance databases and files, ensuring they are current and accessible


Coordinate meetings, including scheduling, preparing agendas, and taking minutes


Facilitate effective communication between the Legal & Compliance team and other departments within the college


Assist in other legal matters such as litigation, claims, and other disputes
Serve as the Policy Administrator for all college policies; drafting, amending, and publishing approved policies as well as managing the policy approval process

Job Duties (Safety / Policy & Procedures):

Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures.


Contribute to a safe educational & working environment.


Adhere to established safety and health procedures and practices of providing injury and illness prevention for self and others.


Complete quarterly health and safety training pursuant to OCCC's established safety and health procedures and practices.


Participate in all applicable OCCC emergency, evacuation, shelter in place drills, and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.

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