Legal Operations Administrator

Legal Operations Administrator
The mission of the Allen Institute is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute focuses on accelerating foundational research, developing standards and models, and cultivating new ideas to make a broad, transformational impact on science.
The mission of the Allen Institute legal team is to provide support and structure to the scientific divisions. Coinciding with the team science approach, administration helps facilitate team learning and the overall mission of the institute.
The Legal Operations Administrator provides project management, financial management, and technology expertise to the Legal Department to enable the Legal Team to focus on providing legal services to the Allen Institute. Under the supervision of the Deputy General Counsel, the Legal Operations Administrator performs a broad range of assignments including project management, managing invoicing and the legal budget, the legal SharePoint resources, and the Legal Intern Program. The Legal Operations Administrator is a self-starter with a roll up your sleeves attitude, has intellectual curiosity, and can successfully manage projects independently.
The Allen Institute believes that team science significantly benefits from the participation of diverse voices, experiences, and backgrounds. High-quality science can only be produced when it includes different perspectives. We are committed to increasing diversity across every team and encourage people from all backgrounds to apply for this role.
Essential Functions

• Plan and manage Legal Operations, including but not limited to, SharePoint legal resources, knowledge management, legal finance, legal technology initiatives and legal file organization
• Manages legal projects from inception through completion while adhering to project scope, schedule and quality, including: develop plans and timelines; ensure alignment with legal priorities; effective regular communication and reporting; providing advice and guidance on status and options for progress; and overall coordination within and outside the Legal Team
• Manages the legal budget and process; tracks legal expenses to budget and drives monthly meetings regarding forecasting; prepares invoices and expenses for payment
• Helps manage legal vendor and supplier relationships
• Manages the Allen Institute's legal intern program
• Manages the Legal Department's SharePoint site
• Assists with Legal Team analytics, including scope, definition, metrics, KPIs
• Coordinates the legal department's current and proposed new software and technology systems with the overall Allen Institute systems for optimum resource utilization, performance, efficiency and customer satisfaction while managing implementation and updates of solutions and relevant training
• Manages the legal department'soverall outreach and training, including updating and tracking training in the LMS and coordinating with the Institute Learning and Development team as appropriate
• Manages the legal department's records retention requirements
• Works with administrative assistant, attorneys and other legal professionals to coordinate work and on projects and legal department goals as needed
• Other projects as assigned, including supporting overall administrative needs (meetings and schedules) when required

Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description reflects management's assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.
Required Education and Experience

• Bachelor's Degree or equivalent combination of degree and experience
• 5 - 7 year's work experience in a legal environment or other professional office environments
• Experience managing budgets and invoices
• Experience in Microsoft Office 365, Adaptive or other financial management software
• Experience with contracts management, legal databases
• Proficiency in project management and collaboration tools such as Smartsheet, Microsoft Teams and Microsoft Office.
• Experience with creating, updating and managing SharePoint pages

Preferred Education and Experience

• Project Management certification
• Prior experience in a legal settings
• Experience with Oracle, Convercent and Inteum
• Uses independent judgment and experience to plan and prioritize work that involves difficult problems and/or decisions
• Understands when to elevate potentially controversial matters and/or matters with material implications to attorneys for guidance and assistance
• Performs general legal tasks and completes routine assignments with little or no direction
• Has the ability to work with cross-functional groups and understand impacts on legal processes
• Understands legal terms and has knowledge of standard practices, procedures, software, and technologies used in the legal department
• Work product is consistently complete and accurate
• Holds a strong commitment to exceeding expectations on client service and work product
• Excellent time management and organization skills
• Ability to work efficiently and motivated to find ways to make processes more efficient and user friendly
• Consistently and effectively uses communication techniques appropriate to the person or audience
• Communicates with clients and third parties even when the answer is not known and provides follow up as appropriate
• Uses discretion when handling confidential information
• Works well with people at all levels inside and outside of the organization
• Understands implications of own work to long-range legal department and Allen Institute mission and goals
• Demonstrates holistic understanding of Allen Institute to advance its mission, vision, and values
• Consistently works collaboratively and fosters collaboration and respect with team members and peers across the Allen Institute
• Seeks and incorporates feedback from multiple sources; strives to add value beyond the immediate requests from clients

Work Environment

• Open office seating

Physical Demands

• Fine motor movements in fingers/hands to operate computers and other office equipment

Position Type/Expected Hours of Work

• This role is currently able to work in a hybrid work environment. We are a Washington State employer, and any remote work must be performed in Washington State.

Additional Comments

• **Please note, this opportunity does not sponsor work visas and has no relocation assistance**

Annualized Salary Range
$82,650 - $121,200*
* Final salary depends on the required education for the role, experience, level of skills relevant to the role, and work location, where applicable.
Benefits
Employees (and their families) are eligible to enroll in benefits per eligibility rules outlined in the Allen Institute's Benefits Guide. These benefits include medical, dental, vision, and basic life insurance. Employees are also eligible to enroll in the Allen Institute's 401k plan. Paid time off is also available as outlined in the Allen Institutes Benefits Guide. Details on the Allen Institute's benefits offering are located at the following link to the Benefits Guide: https://alleninstitute.org/careers/benefits.
It is the policy of the Allen Institute to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Allen Institute will provide reasonable accommodations for qualified individuals with disabilities