Assistant to the Executive Vice President of Legal Affairs

DISTINGUISHING FEATURES OF THE CLASS:  

Serves as personal assistant to the Executive Vice President for Legal Affairs, performing high level administrative work of a confidential nature.  The work is performed under the direct supervision of the EVP for Legal Affairs.  This position is responsible for the independent performance of complex administrative assignments.  An incumbent is responsible to relieve the EVP for Legal Affairs of a considerable amount of administrative detail.  The work requires exercise of independent judgment in giving out independent information regarding legal and labor matters, departmental policies and practices and to assist in the transcription and preparation of confidential matters involving labor relations, collective bargaining, formulation of policy and litigation.  The position may include supervision of lower level staff such as interns or legal assistants.  Does related work as required. 

TYPICAL WORK ACTIVITIES: 

• Reviews and proof reads legal opinions and other legal documents on all legal matters for the College; 

• Types proposals for contract negotiations, and drafts responses to improper practice charges and grievances 

• Independently gathers documentation from College departments in preparation for the processing of grievances, arbitrations, contract administration, policy formulation and litigation and drafts initial responses for review by the EVP for Legal Affairs; 

• Assists in maintaining the calendar of deadlines and due dates for all legal matters; 

• Reviews certificates of insurance for adequacy coverage, discusses inadequacies and requirements with internal departments, outside vendors and insurance agents to obtain proper coverage; 

• Maintains and logs contracts and agreements for the College; assists in the drafting of contracts; 

• Assists in the drafting of appeals, briefs, motions and other pleadings to courts when required and other miscellaneous legal documents including but not limited to, responses to administrative agencies, including the New York State Public Employment Relations Board, Department of Labor, New York State Division of Human Rights, United States Department of Education and United States Equal Employment Opportunity Office; 

• Utilizes PACER, Westlaw and the New York Court Case Management System to file and retrieve information related to litigation involving the College; 

• Maintains the electronic case management system in the Legal Affairs office; 

• Independently prepares routine legal correspondence associated with litigation, for example, litigation hold memos; 

• Makes and schedules appointments and travel arrangements; 

• Prepares and maintains complex and confidential files; prepares and maintains a matrix of litigation and outcomes for the Board of Trustees and drafts updates on litigation for insurance carriers; 

• Prepares and maintains matrixes on grievances, arbitration, PERBS, and other labor related issues; 

• Processes requisitions for the Legal Affairs department and assists in the compilation of budget information both for Legal Affairs and for Human Resources and Equity and Diversity; 

• Handles correspondence independently or from brief oral or written notes; 

• Furnishes information to inquiries relative to any issue in the Legal Affairs office; 

• Independently maintains Legal Affairs files and filing system including opening new files and the routine closing of files of electronic and hard copy files; 

• Maintains supplies for Legal Affairs office and all staff, coordinates help desk tickets, coordinates Legal Affairs software upgrades 

KNOWLEDGE SKILLS AND ABILITIES: 

Thorough knowledge of office skills, legal terminology, procedures and equipment;  thorough knowledge of the organization and functions of the college; ability to carry out complex oral and written directions, ability to develop and utilize technology to automate functions; ability to take and transcribe meaningful notes in a fast paced environment; a high degree of skill in both oral and written communication; ability to interact effectively with a broad spectrum of people; ability to work well under pressure and handle multiple tasks with limited supervision; accuracy; resourcefulness; initiative; ability to handle sensitive and confidential matters tact with tact and good judgment; ability to understand and follow complex oral and written instructions; high degree of accuracy; physically capable of performing the essential functions of the position with or without reasonable accommodation 

MINIMUM QUALIFICATIONS: 

Either an Associate’s degree, paralegal certification/degree or legal secretary certification/degree and seven (7) years of administrative experience in a legal office. 

SPECIAL REQUIREMENTS: 

Official transcripts will be required for successful candidates within 30 days of hire.