Legal Affairs Administrative Coordinator

Staff_0403225

Staff

Legal Affairs Administrative Coordinator

GECO3ACLEGAL1A

2080

$42,012.45 - $47,264.01

Regular

Exempt

The Legal Affairs Administrative Coordinator is responsible for performing a diverse range of analytical, technical, and administrative duties in a confidential environment in support of the Legal Affairs Department and the General Counsel. Essential administrative support functions include but not limited to managing internal and external legal inquiries and communication, departmental budgeting and purchasing, risk management tracking and survey completion, OESC claims processing, coordination and collection of data and report preparation, and database management.

General Counsel

N/A

Associate Degree and two (2) years of office/administrative assistant experience
OR
Four (4) years of office/administrative assistant experience
Applicants meeting the minimums via education must attach a transcript conferring the required degree or credit hours.

Positive human relations and communication skills.
Demonstrated ability to maintain confidentiality and a professional demeanor.
Demonstrated organizational skills and attention to detail.
Ability and desire to work in a fast-paced environment with a demanding workload.
Demonstrated ability to manage multiple priorities.
Ability to work both independently and cooperatively with others, take direction well, coordinate resources, solve problems, and reliably complete assigned projects.
Proficient with Microsoft Office or similar software to include word processing, spreadsheets, email and calendaring systems.
Demonstrated ability to edit and correct grammar, punctuation and spelling of manuscripts and correspondence drafts and prepare finished copy in quality format.
Ability to draft routine correspondence.
Accurate word processing skills.
Ability to maintain accurate records.
Accurate spelling and filing skills.
Effective telephone skills.
Basic math skills.
Must be punctual.
Must be reliable.

1. GENERAL PHYSICAL REQUIREMENTS:
Light work: The person in this position may occasionally exert up to 20 pounds of force to grasp, lift, carry, push, pull, or otherwise move objects.
2. PHYSICAL ACTIVITIES:
This position requires the person to frequently move about the OCCC campus.
This position requires the person to frequently communicate with and listen to administration, faculty, staff, students, and others to perform the essential functions of the position. Must be able to exchange accurate information in various situations.
This position requires the person to frequently remain in a standing and stationary position.
This position requires the person to frequently operate a computer, other office machinery, and mobile devices to perform the essential functions of the position.
This position requires the person to use upper and lower body to exert force up to 20 pounds to grasp, lift, push, and/or pull materials or equipment.
This position requires the person to frequently position self to access materials that may be above head or at ground level.
This position requires the person to perceive attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
3. VISUAL ACUITY:
This position requires the person to judge, observe and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.
4. WORKING CONDITIONS:
This position performs the essential functions in an indoor, office setting.

Completion of associates degree or higher with studies in Business, Management, Administration or other related field.
Experience working in a Legal Affairs office environment

Quarterly training as required

Monday through Friday, 8:00 a.m. to 5:00 p.m.

Legal Affairs

04/03/2024

No

Beth Holmes

Applicants are to thoroughly complete the online application and attach the following required documents: cover letter, resume, and transcript, If meeting the minimum requirement via one of the education options.
If meeting the minimum requirement via an Associate Degree or higher and one (1) year of full-time secretarial experience, applicants are required to attach transcript conferring highest degree.
Applicants who do not attach the required documents will not be considered for the position.
For application assistance, please contact Human Resources at (405) 682-7542, Monday through Friday between the hours of 8:00 AM and 5:00 PM.

The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

Develop and maintain a positive image of the Office of the Legal Affairs with faculty, staff, dignitaries, and general public.
Manage the office of Legal Affairs by coordinating the organizational, administrative, and technical processes of a varying nature to the General Counsel by performing a broad range of projects and assignments.
Coordinate the collection of data and preparation of reports for General Counsel approval.
Manage the General Counsel’s schedule and maintain calendar; schedule meetings, prepare needed materials, and attend and record minutes as appropriate.
Alert the General Counsel to situations or significant matters that could develop into problems and may require their attention.
Coordinate using appropriate word processing, spreadsheet, database, and graphics software to draft correspondence, statistical, and informational reports, forms, and other documents, independently or with limited instruction, and make appropriate distribution.
Drafting weekly reports for finalization from the tracking
Risk Management incident tracking
Tracking and coordinating Risk Management survey responses
Docketing due dates with appropriate reminders and inviting the correct parties
Project tracking
Making calls to obtain information, forms, related to all Legal Affairs projects.
Manage and track OESC claims and research pertinent information.
Draft initial OESC response letters for submission and make sure that all responses are submitted prior to the deadline.
Review OESC billing against claims for the initial determination.
Manage all Legal Affairs E-file documents, emails, and letters
Review legal paper files to determine whether to seek authorization for destruction or make other disposition
Assist with research, hearing preparation
Assist with labeling and placing exhibits to documents
Tracking and filing policy revisions
Preparing and assisting with PowerPoint presentations.
Provide guidance and support to colleagues regarding contract-related matters and current status thereof
Coordinate and manage legal intake processes, including logging requests, tracking progress, and ensuring timely responses through appropriate channels of communication.
Manage and coordinate the day-to-day activities, including requests for budget approval and processing invoices
Manage and coordinate the routing of contracts for signature, collect and save executed contracts in designated shared folders
Maintain and update legal and compliance databases and files, ensuring they are current and accessible
Coordinate meetings, including scheduling, preparing agendas, and taking minutes
Facilitate effective communication between the Legal & Compliance team and other departments within the college
Assist in other legal matters such as litigation, claims, and other disputes
Serve as the Policy Administrator for all college policies; drafting, amending, and publishing approved policies as well as managing the policy approval process

Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures.
Contribute to a safe educational & working environment.
Adhere to established safety and health procedures and practices of providing injury and illness prevention for self and others.
Complete quarterly health and safety training pursuant to OCCC’s established safety and health procedures and practices.
Participate in all applicable OCCC emergency, evacuation, shelter in place drills, and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.