Office Administrator/Legal Assistant in Hanover, NH

Office Administrator/Legal Assistant - Dartmouth College - Hanover, NH - work from home jobCompany: Dartmouth CollegeJob description: Position InformationPosting date 08/30/2023Closing dateOpen Until Filled YesPosition Number 1125646Position Title Office Administrator/Legal AssistantDepartment this Position Reports to General CounselHiring Range Minimum $25.38Hiring Range Maximum $31.73SEIU Level Not an SEIU PositionFLSA Status Non-ExemptEmployment Category Regular Full TimeScheduled Months per Year 12Scheduled Hours per Week 40ScheduleOn Campus in office two days per week.Request additional days in the office during training period. Location of PositionHanover, NH63 South Main Street, 304ARemote Work Eligibility? HybridIs this a term position? NoIf yes, length of term in months. Is this a grant funded position? NoPosition PurposeTo perform a wide variety of legal support services and manage a high volume of confidential administrative services in a fast-paced environment. Provide a range of hard and soft skills that will increase efficiency, expedite the work of others, and ensure the smooth coordination of the office.Administer the College program for Trademark and Licensing to ensure proper usage of trademarks, trade names and symbols. Process and approve licensing applications and agreements to include enforcement of contracts and licensing rights. Serves as office administrator for the Office of the General Counsel (OGC) and the Office of Visa and Immigration Services (OVIS). DescriptionRequired Qualifications - Education and Yrs Exp Bachelors plus 6 or more years' experience or combination of education and experienceRequired Qualifications - Skills, Knowledge and Abilities• Bachelor's degree or Associate degree with the equivalent combination of education and experience.• At least six or more of office experience in a related field or legal background. • Strong organizational skills, interpersonal and verbal/written communication skills. • Excellent proofreading, spelling, and punctuation skills. • Strong working knowledge of Microsoft Office suite, Adobe Acrobat Pro, and Google platforms. Familiarity with database entry, online ordering and invoice payment applications. • Knowledge and understanding of legal terminology. • Understanding of litigation and legal contract, agreement, and settlement procedures and documentation.• Ability to research, gather and organize legal evidence. • Ability to work independently and as a member of the team. • Ability to prioritize, problem solve, multi-task, and effectively manage time to meet deadlines. Ability to track and follow up on outstanding tasks or matters as needed. • Ability to maintain confidentiality with tact and discretion. • Familiarity with budgeting concepts and regular invoice processing and experience with reading monthly budget reports and day to day management. Preferred QualificationsLitigation support experience preferred.Department Contact for Recruitment Inquiries Ann FraserDepartment Contact Phone Number 646-0101Department Contact for Cover Letter and Title Ann FraserDepartment Contact's Phone NumberEqual Opportunity EmployerDartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity and inclusion. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status.Applications by members of all underrepresented groups are encouraged. Background CheckEmployment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment.Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law. Is driving a vehicle (e.g. Dartmouth vehicle or off road vehicle, rental car, personal car) an essential function of this job? Preferred, but not requiredSpecial Instructions to ApplicantsDartmouth College has a Tobacco-Free Policy. Smoking and the use of tobacco-based products (including smokeless tobacco) are prohibited in all facilities, grounds, vehicles or other areas owned, operated or occupied by Dartmouth College with no exceptions.For details, please see our policy. Additional InstructionsQuick LinkKey AccountabilitiesDescriptionOffice Support and Information Management (50%)· Acts as the primary administrative support for up to three Associate General Counsels providing highly confidential legal, administrative, and clerical support. · Maintains and oversees a complex filing system of electronic records through a cloud-based online document storage system by creating files and records as necessary. Purges or destroys files, determines other forms of storage, and retrieves documents as needed.· Performs litigation case support and caseload management throughout all stages of the litigation process, including but not limited to, docketing of pre-trial and trial pleadings. Maintains accurate and up to date records of all case filings and other relevant information. · Gather information as requested to assist with responses to discovery, subpoenas or other lawful requests for information involving the College. · Issues litigation holds and maintains database and related systems, including managing legal hold status, collaborating with other College departments to implement legal holds, and assist with litigation-related notifications to Risk Management.· Safeguards the confidentiality of privileged information and legal documentation by exercising discretion in handling legal and administrative records and files and communicating information to staff, faculty, students, etc. · Manages and helps maintain the various departmental databases and compiles departmental statistical data. · Performs legal research utilizing Westlaw and Lexis platforms. · Prepares a wide variety of correspondence, pleadings, discovery responses, contracts, and other documents effectively and efficiently under Associate General Counsel supervision.· Reviews outgoing correspondence, contracts, and other documents to ensure proper formatting and grammar, and proactively rectifies issues while conforming to Dartmouth's standard style policy. · Produces correspondence, reports, manuscripts, forms, tables, charts, PowerPoint presentations and meeting materials. · Cross covers and provides administrative support when the Executive Assistant to the General Counsel is unavailable. · Tracks workflow to ensure appropriate and timely action on deliverables and deadlines.· Orders and maintains stock of office supplies, publications, etc. Performs minor maintenance on office equipment and, if necessary, obtains professionals to repair equipment or space. · Performs notary service, as requested. Percentage Of Time 50%DescriptionSchedule Coordination and General Office Communication (25%)· Maintains multiple daily schedules for up to three Associate General Counsels including calendaring all critical dates and contingencies, CLE seminar attendance, and bar reporting.· Monitors deadlines effectively and anticipates scheduling conflicts, including recommending options for the resolution of conflicts to align with the Associate General Counsels priorities. · Schedules and facilitates internal and external meetings. Coordinates meeting locations, prepares meeting agenda and materials for distribution, and other details as needed. · Makes travel arrangements in accordance with College policies. Timely and properly enters travel reimbursement requests on behalf of Associate General Counsels.· Ensures that Associate General Counsels are well prepared for all meetings, assembles needed background information and materials. · Serves as one of the primary points of contact representing the office to internal and external constituencies. · Screens all telephone calls and responds to inquiries, and in person visits from individuals seeking information concerning the responsibilities of the Office of the General Counsel. · Assists in screening incoming general email inbox inquiries determines disposition of inquiry to bring any high priority matters to the Associate General Counsels attention, to another department, or to personally handle the matter.· Receives and greets staff, students, and visitors, while directing them to the appropriate offices or individual and provides authoritative information or materials for routine inquiries. Percentage Of Time 25%DescriptionAdministration of the College Trademark Licensing Program (15%)· Serves as administrative expert on policy and procedure for Dartmouth's trademark licensing area. Disseminates relevant information to active and prospective clients. Responds to inquiries from licensees, faculty, staff, students, community members regarding program requirements.Applies knowledge of program and published documentation to explain application of policy and procedure to specific proposals. · Works closely coordinating with internal departments (e.g., Communications and Athletics) regarding visual identity guidelines and brand usages or modifications. · Records and deposits royalty payments. Reconciles income and expenses against budget reports. Forecasts anticipated revenues. Maintains accounting records. Establishes royalty rates. · Coordinates with OGC attorneys to request issuance of cease and desist/demand letters and to take any other appropriate action.Percentage Of Time 15%DescriptionOffice administrator for OGC and OVIS (10%)· Administers the office budgets, including payment of invoices, prepares purchase order requests, authorizes and ensures timely payment of bills; reconciles expenditure records against monthly transaction reports. · Provides set up services to new employees (keys, computer, desk space), obtains system access for new employees, student workers and interns as needed. Collaborates with Information Technology to update access and permissions.· Arranges for acquisition and maintenance of office equipment and supplies and oversees any office relocations as necessary. Assists with all building related issues (keys, maintenance etc.). Percentage Of Time 10%-- Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others. -- Performs other duties as assigned. Office Administrator/Legal Assistant - Dartmouth College - Hanover, NH - work from home jobExpected salary:Location: Hanover, NHOffice Administrator/Legal Assistant - Dartmouth College - Hanover, NH - work from home jobJob date: Thu, 31 Aug 2023 22:41:57 GMTApply for the job now!Office Administrator/Legal Assistant - Dartmouth College - Hanover, NH - work from home job Apply tot his job