Paralegal/Administrative Assistant V
Dartmouth College

Job Info

---

Posting date:

11/15/2024

Open Until Filled:

Yes

Position Number:

1129143

Position Title:

Paralegal/Administrative Assistant V

Department this Position Reports to:

Office of General Counsel

Hiring Range Minimum:

$26.13

Hiring Range Maximum:

$32.67

Union Type:

Not a Union Position

SEIU Level:

Not an SEIU Position

FLSA Status:

Non-Exempt

Employment Category:

Regular Full Time

Scheduled Months per Year:

12

Scheduled Hours per Week:

40

Location of Position:

Hanover, NH

Remote Work Eligibility?:

Hybrid

Is this a term position?:

No

If yes, length of term in months.:

NA

Is this a grant funded position?:

No

Position Purpose:

To perform a wide variety of paraprofessional 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.

Required Qualifications - Education and Yrs Exp:

Associates or equivalent combination of education and experience

Required Qualifications - Skills, Knowledge and Abilities:

Skills & Knowledge

• Strong organizational skills, interpersonal and verbal/written communication skills.
• Excellent proofreading, spelling, and punctuation skills.
• Mastery of Microsoft Office suite, Adobe Acrobat Pro, iManage, OnBase, and Google platforms.
• 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.
• Attention to detail and ability to analyze legal documents.
• Demonstrated willingness to learn new computer applications.
• Collegial, professional with the ability to work independently but also works well with others.
• Ability to prioritize, problem solve, multi-task, and effectively manage time to meet deadlines.
• Ability to maintain confidentiality with tact and discretion.

Experience

• At least six years of office experience in a related field or legal background.

Preferred Qualifications:

• Paralegal experience
• Paralegal certificate

Department Contact for Recruitment Inquiries:

Ann Fraser

Department Contact Phone Number:

603-646-0101

Department Contact for Cover Letter and Title:

Ann Fraser

Equal Opportunity Employer:

Dartmouth 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 Check:

Employment 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, conduct review, 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?:

Not an essential function

Special Instructions to Applicants:

Dartmouth 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. https://policies.dartmouth.edu/policy/tobacco-free-policy

Quick Link:

https://searchjobs.dartmouth.edu/postings/76590

Description:

Office Support and Information Management

• Acts as the primary administrative support for 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 and various legal documents related to administrative, state, and federal legal proceedings and appeals. Maintains accurate and up to date records of all case filings and other relevant information. Monitor cases and provide regular updates to Associate General Counsels.
• Gather information and assist with responses to discovery, subpoenas, FERPA records requests or other lawful requests for information involving the College including, redaction of documents as necessary, and preparing responses. Serves as a liaison to outside counsel and coordinates legal efforts related to discovery, depositions, legal briefs, etc.
• Assist three Associate General Counsels in responding to agency charges of discrimination, including charges received from both employees and students from the New Hampshire Commission for Human Rights, the Equal Employment Opportunity Commission, the Office for Civil Rights, the U.S. Department of Labor, and the National Labor Relations Board.
• 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.
• Prepares reports and tracks cases for three Associate General Counsels that are opened, closed, and pending in the office.
• 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 and detailed case related research using PACER and the ECF system utilized by federal and local courts.
• 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 they are formatted, grammatically, factually correct, and conform to Dartmouth's established style policy.
• Produces correspondence, reports, manuscripts, forms, tables, charts, PowerPoint presentations, classroom materials, meeting materials, etc. from rough drafts or dictation.
• Serves as primary point of contact and manages background investigations and requests for current and former students and employees applying for positions with the federal government or other entities, including vetting investigators, obtaining documents from various department, analyzing and redacting reports to maintain FERPA compliance, and maintaining confidential record of requests. Additionally serves as point person for medical records requests.
• Provides administrative support when the Executive Assistant to the General Counsel is unavailable or when the need arises, which may include scheduling, coordinating, and similar matters.
• Assists with the maintenance of a library of commonly used forms, contracts, agreements, etc.
• Maintains and monitors legal volumes to ensure that the law library is up to date.
• Tracks workflow to ensure appropriate and timely action on deliverables and deadlines.
• Perform notary service, as requested.

Percentage Of Time:

70%

Description:

Schedule Coordination

• Maintains multiple daily schedules for three Associate General Counsels including calendaring all critical dates and contingencies, CLE seminar attendance, and bar reporting.
• Creates and manages case calendars, including monitoring compliance with deadlines, decisions, and orders, including but not limited to, those issued by courts, administrative agencies, stipulated among parties or required by court/agency rules and procedures.
• 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, including depositions and conferences. 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; notifies other affected parties. Provides reminders of all appointments scheduled, meetings, deadlines, etc. Re-schedules appointments as necessary. Attends meetings and prepares minutes or reports of proceedings. Notes commitments made and follow up to insure implementation.

Percentage Of Time:

20%

Description:

General Office Communication

• Serves as primary point 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.
• Provides direction regarding procedural matters, policies and operations, etc.
• Screens 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. Maintains a log of incoming inquiries and ensures matter is handled in a timely fashion.
• 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.
• Assembles information needed by others to respond to callers/visitors. Informs the supervisor/staff members of important matters that occurred in their absence.
• Ensures that requests for information that would normally be handled by the supervisor, or a responsible staff member are referred to others for action in their absence. Gathers previous correspondence and background information to incoming correspondence, as necessary.

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.

---