Special Assistant for Legal Operations

Special Assistant for Legal Operations

Posting Summary

The Special Assistant for Legal Operations will manage the day-to-day oversight of the administrative and operational responsibilities of the Office of General Counsel. Handle confidential materials and information. Manage the office's budget, including planning, tracking, and analyzing legal expenses. Manage the business operations of the outside counsel, such as expenses, drafting correspondence and documents and ensuring compliance with outside counsel guidelines. Interact with campus stakeholders and conduct initial needs assessments. Provide executive level support for the Vice President for Legal Affairs and General Counsel. Provide similar high-level support for legal staff including four additional attorneys and a paralegal, including calendar and meeting management. Implement and manage legal technical solutions such as contract and document management systems.

Administrative leadership and business support : Provide timely and precise administrative support to the VP and General Counsel and the four other attorneys in OGC, including calendar and meeting management. Work independently with meticulous attention to detail. Support includes, but is not limited to, the following : managing all incoming communications (phone, email, in-person). Manage the on-line documentation system on behalf of the legal department. Ensure all files are kept in a way to easily be found through a variety of queries based not only on name but on different aspects of content of the document. POC with IT to update / upgrade on-line documenting system as needed. Maintain knowledge and awareness of new technology, including A.I., that may be of assistance to the office and recommend implementation as needed. Assist in evaluation and implementation of AI tools to support OGC. Provide technical support to attorneys and troubleshoot problems as needed prior to escalating to IT team. Maintain office supplies and equipment. Make all arrangements for OGC annual office retreat and any other office events. Contract review and processing : Provide assistance to attorneys and paralegal regarding contract intake, review and tracking, including serving as a system administrator on electronic contract review platform. Engage in troubleshooting for the electronic platform with IT and the vendor. Perform first review of contracts to analyze differences with standard UVM contracts, flagging potential issues. Through maintenance of electronic contract platforms, track all incoming and outgoing contracts, assist with obtaining contract signatures, and communicate with and provide status updates to contacts on contracts in process. Finance and Budget Oversight : Oversee operating budget and expenses for the legal team, manage incoming invoices from outside counsel and assist in ensuring timely and accurate payments are made. Develop a budget reporting method to analyze billable hours from outside counsel by case, subject matter, and other relevant criteria to report for Vice President's approval, highlighting any concerns or issues. Track and manage purchase orders and adjust contract amounts as necessary to the budget. Act as liaison with ABSC for submitting invoices, Purcard reconciliation and expense reimbursements.Generate and revise operating budgets for the department within the division. Maintain and track CLE credits for attorney licenses. Manage Board of Trustees conflict of interest process and documentation, communicate directly with each trustee, refer issues and inquiries to the general counsel. Maintain OGC website and identify potential improvements to content and presentation.

Minimum Qualifications (or equivalent combination of education and experience)

Bachelor's degree with at least five years of related experience. Experience in a law firm or in-house legal office, with prior experience managing business operations. Experience in supporting department technology and software. Experience with budgets. Ability to work in a fast-paced environment. Effective oral and written communications skills and analytical skills. Ability to work independently in identifying and resolving issues, concerns and problems. Experience troubleshooting. Meticulous attention to detail. Understanding of the criticality of maintaining absolute confidentiality of all matters.

Desirable Qualifications

Desirable : Project management experience.

Anticipated Pay Range

$30 to $33 / hour

Other Information

Special Conditions

A probationary period may be required, Background Check required for this position

FLSA

Non-Exempt

Union Position

No

Job Location

Burlington, Vermont, United States

Job Close Date (Jobs close at 11 : 59 PM EST.)

7 / 7 / 2026

Open Until Filled

No

Department

VP Legal Affrs & Gen Counsel / 10300

Employee FTE

Employee Term

For full job description and to apply, visit https : / / www.uvmjobs.com / postings / 82034

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