Legal Administrative Assistant

Who We Are:

System Administration, which also houses the Office of the President, is located in the uptown neighborhood of Denver with a few smaller offices located on the campuses.  Many of our departments support the educational and research missions of the four University of Colorado campuses, but System Administration is not considered a campus. We provide diverse opportunities for professional development, innovation, and collaboration with talented staff and faculty.  Learn more about CU System Administration. 

University Counsel has a dual report to the Board of Regents and the President of the University and includes several legal functions that provide an array of services to the University of Colorado system. The Office of the University Counsel provides legal advice to the Board of Regents, the president, system administration and the campuses.

Position Summary:

The Legal Administrative Assistant provides support to the attorneys and staff within the Office of University Counsel's CU Denver and CU Anschutz Medical  Campus Office ("OUC CU DenverAnschutz").  This position may also assist other University Counsel Offices and CU DenverAnschutz Campus executive offices as needed.  This job description is a summary describing the general scope of work performed.  It is not intended to be all-inclusive and the duties of this position may change based on business need.  The University of Colorado reserves the right to add, delete, or update duties and responsibilities at the discretion of the supervisor and/or appointing authority.

Where You Will Work:

This position offers a hybrid schedule, allowing for a combination of remote work and in-office presence. On in-office days, the expectation is to spend one day per week at our Denver campus and one day per week at our Anschutz campus.

Diversity and Equity:

The University of Colorado System Administration Office is committed to recruiting and supporting a diverse workforce. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities, persons within the LGBTQ community and all veterans.

Duties & Responsibilities:

 Duties and responsibilities of the position include, but are not limited to:

• Front Desk Support:
  • Phones: answers incoming calls and checks the voicemail for the OUC CU DenverAnschutz Office main phone line
  • General Correspondence: receives, scans, and distributes all incoming and outgoing communications including general e-mail, postal mail, FedEx, fax, etc.)
  • Reads and analyzes submissions, letters, agendas, memos, and other materials; determines significance of materials; routes materials to appropriate personnel in a timely and efficient manner
  • Greets visitors including university, state, and federal officials

• Meeting, Training, and Scheduling Support:
  • Schedules and calendars meetings and deadlines and resolves associated conflicts
  • Arranges training, both for OUC CU DenverAnschutz attorneys and staff, and training provided by OUC CU DenverAnschutz to internal and external constituents; files for associated CLE credits
  • Ensures meeting rooms have adequate equipment such as conference phones, screens, and other technology
  • Makes travel arrangements for OUC CU DenverAnschutz attorneys, staff, and guests (such as an invited speaker) using Concur and other university resources
  • Assists in the preparation and distribution of any associated materials
  • When requested, takes notes, records meeting discussions and prepares minutes

• Office Supplies and Equipment:
  • Maintains inventory and office supplies; anticipates office needs; evaluates new products; placing and, as necessary, expediting office supply orders through Marketplace
  • Serves as the information technology (IT) liaison and coordinates procurement of new computers, and maintenance and repairs, as needed
  • Ensures operation of office equipment; troubleshoots malfunctioning office equipment; orders maintenance, coordinates service calls, or replaces equipment as necessary
  • Serves as building proctor and reports maintenance issues

• Financial Duties:
  • Prepares mileage and expense reports through Concur
  • Processes bills and invoices for approval and payment

• Maintains Office Files:
  • Maintains general office files, legal materials, and correspondence; creates and copies files/records as necessary; and updates files/records through purging as directed
  • Opens, closes, and maintains matters on a windows file server and a matter management software system (Team Connect)
  • Maintains the office law library including legal publications and updating reference materials
  • Populate open cases and advice matters in office case management software
  • Maintains and assists with various legal reports as assigned

• Writing, Editing and Document Support:
  • Creates and maintains office templates
  • Drafts correspondence, extension requests, entries of appearance, and other minor pleadings upon request
  • Proofreads and edits letters, memos, pleadings, briefs, and other documents
  • Coordinates and notarizes documents for the university's legal and other business

• Additional Legal Support:
  • Reviews, issues and monitors legal hold notices as directed
  • Collects information and documentation from university constituents, including calendar information to docket hearings
  • Organizes documents and data collected as directed by case team members
  • Files entries of appearance, requests for extensions of time, and other pleadings and correspondence with government agencies as assigned
  • Reviews and redacts protected information from records, as assigned, including FERPA and PII 

• Open Records
  • Acknowledges, and sends extension notices for open records requests received by the CU DenverAnschutz
  • Track open records requests response deadlines
  • Assists in the gathering of documents and preparation of responses to open records requests

• Other Duties:   
  • Provides leave and backup coverage for one legal support position within the scope of duties as described above
  • Performs other ad hoc duties and projects as assigned

What We Offer:

Salary: The anticipated hiring range has been established at $55,200-$58,200.

CU System Administration takes into consideration a combination of the selected candidate's education, training and experience as it relates to the position, as well as the position's scope and complexity, internal pay equity and external market value when determining a salary level for potential new employees.

Benefits: With our unparalleled range of benefits, including top-notch healthcare, comprehensive wellness programs, enriching professional development, and a dynamic work-life balance, we ensure your holistic growth and happiness.

• No-cost or low-cost medical & dental plan options, some inclusive of IVF assistance.
• Disability, Life, Vision Insurance options.
• Multiple retirement planning options including a mandatory 401(a) plan where CU contributes 10% of your gross pay, a 401k or 403b plan and a 457 deferred compensation plan.
• Pre-tax savings plans, such as Health care and Dependent care flexible spending accounts.
• Embrace a healthy work-life balance with ample sick and vacation leave, along with at least 12 paid holidays. This includes a dedicated week off for winter break.
• 4 weeks of parental leave to adjust to the joys of parenthood.
• Tuition Benefit of 9 waived credits for eligible courses on any CU campus per academic year for employees, as well as options for your dependents.
• Free RTD EcoPass and Free Onsite Parking at our 1800 Grant Street Office.
• Many additional perks & programs with the CU Advantage.

Additional taxable fringe benefits may be available. 

For more information on benefits programs, please review our Comprehensive Benefits Guide. 

Access our Total Compensation Calculator to see what your total rewards could be at CU.  (This position is a University Staff position)

Qualifications:

Minimum Qualifications:

Please ensure your resume includes any and all relevant experience to be accurately assessed against these qualifications.  You must meet all minimum requirements listed at the time of application to be considered for this role.

• Bachelor's degree from an accredited institution of higher education, or equivalent professional experience (professional experience may be substituted for the educational requirement on a year-for-year basis)
• One (1) year experience working in an office setting providing administrative support to a department and/or manager or director
• Certified Colorado Notary Public, or be eligible to obtain commission within 6 months of hire

Preferred Qualifications:

• Two (2) years' reasonably related experience, as indicated above, may substitute additional relevant education (e.g. a paralegal degree or certificate) for some experience
• Prior experience with matter management software
• Prior experience working in a legal office or executive office setting
• Prior experience in a higher education setting

Knowledge, Skills, and Abilities:

To be successful in this position, employees will need to know the following:

• Interact with a wide range of university constituents and present themselves professionally and with discretion and confidentiality at all times
• Adhere to the office's attorney-client and work product privilege and the university's confidentiality obligations under various statutes (e.g. FERPA, PII, Personnel File) with respect to its records and information
• Excellent oral and written communication skills, excellent organizational abilities, strong analytical and problem-solving skills, and proactive work ethic
• Organizational and time management skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, organize and facilitate meetings, and make decisions
• Ability to prioritize work among assignments and meeting specific deadlines on projects
• Ability to establish and maintain good working relationships with co-workers, supervisors, constituents, and the public
• Ability to thrive in a dynamic, fast-paced environment, to prioritize tasks and adapt to quick changes while remaining diligent
• High attention to detail
• Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, PowerPoint, and Adobe Acrobat
• Ability to learn and master new technology to perform job duties
• Ability to perform effective and productive internet research

How to Apply:

For full consideration, please attach the following as separate documents to your application:

1.      A cover letter identifying the job specific minimum qualifications you possess

2.      A resume including any and all relevant experience to be accurately assessed against the qualifications listed in the posting.

Please ensure you check the "Job Specific Attachments" box next to each document on the "Required Documents" page of the application for the appropriate documents to be attached. 

When to Apply:

For full consideration completed applications must be submitted by January, 10th.  Reference checking is a standard step in our hiring process. You may be asked to provide contact information, including email addresses, for up to five references as part of the search process for this position. *Please note: All application materials must be submitted through CU Careers; emailed materials will not be considered.*

Sponsorship Statement:

We are unable to sponsor applicants for work visas for this position.

Background Check Statement:

The University of Colorado is committed to providing a safe and productive learning and living community. To achieve that goal, we conduct background investigations for all final applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history. The Immigration Reform and Control Act requires that a verification of employment eligibility be documented for all new employees by the end of the third day of work. The University of Colorado is committed to diversity and equality in education and employment.

ADA Statement:

We are committed to an inclusive and barrier-free search process. We provide accommodations for applicants requesting accommodation through the search process such as alternative formats of this posting.  Individuals with disabilities in need of accommodations throughout the search process should contact the ADA Coordinator at: systemhr@cu.edu.