Secretary Jobs in Pompano Beach, FL

We are excited that you are considering joining Nova Southeastern University!

Nova Southeastern University (NSU) was founded in 1964, and is a not-for-profit, independent university with a reputation for academic excellence and innovation. Nova Southeastern University offers competitive salaries, a comprehensive benefits package including tuition waiver, retirement plan, excellent medical and dental plans and much more. NSU cares about the health and welfare of its students, faculty, staff, and campus visitors and is a tobacco-free university.

We appreciate your support in making NSU the preeminent place to live, work, study and grow. Thank you for your interest in a career with Nova Southeastern University.

Primary Purpose :

Provides administrative support to attorneys.

Job Category : Non-Exempt

Hiring Range : Commensurate with experience

Pay Basis : Hourly

Subject to Grant Funding? No

Essential Job Functions :

1. Contacts and responds to high-ranking individuals inside and outside of the university using judgment and discretion.

2. Responds to general inquiries to the office and resolves routine problems that involve work-area policies and procedures in a timely manner.

3. Composes, edits, proofreads, and types basic legal letters and documents, creates document merges, and performs mass e-mailings to distribute completed documents.

4. Organizes and maintains documents, and matter files. (both physical files and digitized files).

5. Mails, faxes, emails, or arranges for delivery of legal correspondence as needed.

6. Proofreads and processes legal agreements in a professional manner for final review and approval.

7. Assists with preparing and checking templates for accuracy and completeness, verifying for discrepancies, and confirming legal entity names.

8. Makes photocopies and digital scans of correspondence, documents, and other printed matter as needed by attorneys or to ensure retention of documents in accordance with university policies.

9. Assists attorneys in collecting information, including from various university departments, needed for the review or drafting of agreements.

10. Enters and checks data entry in NSU-specific software systems and generates reports from software systems to ensure accurate processing, record keeping and timely completion of legal work.

11. Completes various intake forms in connection with setting up contract records in different case / document management platforms.

12. Submits information from public record or internal database searches to attorneys as part of setting up new matters.

13. Submits documentation for reimbursement for approved expenses (CLEs, bar dues, and other professional activities) incurred by the legal team.

14. Operates telephone equipment to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.

15. Responds to general email inquiries received by the Office of Legal Affairs' main email address and redirects emails to the attorneys as needed.

16. Schedules and confirms appointments, meetings and conference calls for attorneys.

17. Arranges conference, meeting, or travel reservations for office personnel.

18. Inventories and orders materials, supplies, and services.

19. Completes special projects as assigned.

20. Performs other duties as assigned or required

Job Requirements :

Required Knowledge, Skills, & Abilities : Knowledge :

1. Clerical - Working knowledge of administrative and clerical procedures and systems such as word processing, data entry, managing files and records, designing forms, and other office procedures and terminology.

2. Customer and Personal Service - Working knowledge of principles and processes for providing customer and personal services. This includes needs assessment, meeting quality standards for services, and evaluation of user satisfaction.

3. English Language - Working knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

4. Advanced knowledge of MS Office Suite (Outlook, Word, Excel, PowerPoint), database and data entry skills, various Internet (various browsers), and the ability to learn new software systems (including document / file management systems).

Skills :

1. Service Orientation - Basic skills in actively looking for ways to help people. Takes initiative, is proactive and flexible and provides great attention to details.

2. Judgment and Decision Making - Basic skills in considering the relative costs and benefits of potential actions to choose the appropriate one, and maintenance of confidential information.

3. Time Management - Punctual and reliable. Basic skills in managing one's time and the time of others, especially in a high-volume work environment that requires working for multiple attorneys.

4. Social Perceptiveness - Basic skills in being aware of others' reactions and understanding why they react as they do.

5. Writing - Proficient skills in communicating effectively in English and writing as appropriate for the needs of the audience.

6. Speaking - Basic skills in talking to others in English, clearly to convey information effectively.

7. Active Listening - Basic skills in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

8. Reading Comprehension - Basic understanding of written sentences and paragraphs in work-related documents

Abilities :

1. Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

2. Oral Comprehension & Expression - The ability to listen to, understand, and communicate information and ideas presented through spoken words and sentences so others will understand.

3. Selective Attention - The ability to concentrate on a task over a period of time without being distracted.

4. Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.

5. Detail Oriented - The ability to pay attention to details, understand underlying cause / effect relationships, and account for those details and relationships.

6. Confidentiality - The ability to maintain confidential information.

7. Ability to work cooperatively and take directions from multiple staff at all levels.

8. Ability to exhibit adaptability and flexibility based on circumstances

Physical Requirements :

1. Speech Recognition - Must be able to identify and understand the speech of another person.

2. Speech Clarity - Must be able to speak clearly so others can understand you.

3. Near Vision - Must be able to see details at close range (within a few feet of the observer).

4. May be exposed to short, intermittent, and / or prolonged periods of sitting and / or standing in performance of job duties.

5. May be required to accomplish job duties using various types of equipment / supplies, to include but not limited to pens, pencils, mobile devices, and computer keyboards.

6. May be required to lift objects up to 20 pounds.

Required Certifications / Licensures :

Required Education : High School Diploma or Equivalent

Major (if required :

Required Experience : High school diploma or equivalent and two (2) years of clerical / administrative experience in a legal office environment.

Associate's Degree and up to two (2) years of clerical / administrative experience in a legal office environment.

Preferred Qualifications :

1. Work experience in an academic institution.

2. Experience with document management software systems.

Is this a safety sensitive position? No

Background Screening Required? Yes

Pre-Employment Conditions :

Sensitivity Disclaimer : Nova Southeastern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary.

NSU considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status or any other legally protected status.