Job Details
Job Description
General Summary
Under general supervision, provides a variety of administrative legal support services to Medical System attorneys. Performs legal secretarial duties.
Principal Responsibilities and Tasks
The following statements are intended to describe the general nature and level of work being performed by the individuals assigned to this classification. These are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
* Acts as liaison between attorneys and clients/employees/customers including third parties. Triages and responds to telephone and in-person confidential legal inquiries. Answers Legal Department mainline and attorneys' phones; screens calls, takes messages and provides information promptly, courteously and accurately.
* Prioritizes distribution of requests and information internally and externally provided relative to requests for legal advice/questions, due diligence, audits, subpoenas, and litigation discovery; drafts written responses [email or letter] using information provided by the attorney.
* Perform office administrative functions, including filing, printing, copying, scanning, collating, managing/ordering supplies, addressing attorney and staff needs, maintaining/updating legal library and other general organizational responsibilities to support a high-functioning legal office.
* Prepares purchase orders, organizes approvals, processes and tracks invoices for legal services for payment. Tracks department budget and prepares reports to financial reporting. Compiles statistics from various reports as requested, examines and verifies completeness, propriety, adequacy and accuracy of computation.
* Composes professional correspondence, memos, and reports. Proofreads and corrects prepared materials for correct grammar, spelling, punctuation, format, syntax, and content.
* Coordinates scheduling meetings internally and externally including with large groups of attendees, itineraries, makes travel and lodging arrangements, prepares travel advances and related expense reports for attorneys. Prepares meeting agendas, sends out notices of meetings, and records meeting minutes.
* Coordinates and tracks workflow, schedules, and projects, committee decisions to ensure paperwork is complete and appropriate and any necessary follow-up activities are completed in a timely manner.
* Ensures operation of equipment by conducting preventative maintenance requirements; calling for repairs; developing and maintaining equipment inventories; evaluating new equipment needs; procuring approved equipment.
* Maintains supplies inventory by routinely checking stock to determine inventory levels; anticipating need to order supplies; placing orders for supplies; verifying receipt of supplies ordered.
* Receive, sort and distribute mail.
* Works collaboratively with attorneys, support staff and business partners to perform the above job functions.
Company Description
The University of Maryland Medical System (UMMS) is an academic private health system, focused on delivering compassionate, high quality care and putting discovery and innovation into practice at the bedside. Partnering with the University of Maryland School of Medicine, University of Maryland School of Nursing and University of Maryland, Baltimore who educate the state's future health care professionals, UMMS is an integrated network of care, delivering 25 percent of all hospital care in urban, suburban and rural communities across the state of Maryland. UMMS puts academic medicine within reach through primary and specialty care delivered at 11 hospitals, including the flagship University of Maryland Medical Center, the System's anchor institution in downtown Baltimore, as well as through a network of University of Maryland Urgent Care centers and more than 150 other locations in 13 counties. For more information, visit www.umms.org.
Qualifications
Education and Experience
* High School Diploma or equivalent (GED) is required; college degree is preferred.
* Four years of progressively responsible position(s) in a senior level administrative assistant's role(s) in a legal setting is required. Experience working in a healthcare environment is preferred.
Knowledge, Skills and Abilities
* Knowledge of legal terminology and process is preferred.
* Highly proficient knowledge and use of a Office 365 (Excel, Word, PowerPoint), Nuance, Kofax, Adobe or similar PDF programs, SAP Concur Expense Program, SharePoint, DocuSign and Maryland Judiciary Case Search Demonstrated ability to type a minimum of 60 wpm is required.
* Highly effective written skills are required to prepare documents, compose correspondence and legal documents. Highly effective verbal and interpersonal skills to communicate with courtesy, resourcefulness and efficiency in answering questions, giving directions, locating staff and explaining policies and procedures are necessary.
* Highly proficient filing and organization skills with ability to prioritize own work. Ability to maintain confidentiality, work under pressure, handle multiple tasks and meet related deadlines.
* Knowledge and ability to understand procedures, practices and policies in the departmental unit and Medical System.
Additional Information
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