Legal Operations Coordinator

Capital Health is the region's leader in providing progressive, quality patient care with significant investments in our exceptional physicians, nurses and staff, as well as advanced technology. Capital Health is a five-time Magnet-Recognized health system for nursing excellence and is comprised of 2 hospitals. Capital Health Medical Group is made up of more than 250 physicians and other providers who offer primary and specialty care, as well as hospital-based services, to patients throughout the region.

Capital Health recognizes that attracting the best talent is key to our strategy and success as an organization. As a result, we aim for flexibility in structuring competitive compensation offers to ensure we can attract the best candidates.

Pay Range:

$24.50 - $35.60

Scheduled Weekly Hours:

40

Position Overview

SUMMARY (BASIC PURPOSE OF THE JOB)

Coordinates operations of the Office of General Counsel and Risk Management. Acts as administrator for system-wide contract management and matter management systems. Coordinates OGC document management, storage and destruction. Assists with OGC budget, including reporting and reconciling spend to project budgets and hourly spend agreements. Performs a wide variety of administrative activities to support division functions. Provides secretarial support to Chief Legal Officer and Deputy General Counsels to facilitate completion of division work. Coordinates coverage and workflow to ensure smooth operation of executive function.

MINIMUM REQUIREMENTS

Education:High school diploma or GED. Business school degree or Associate's degree preferred.

Experience:Five years of administrative, office, or department experience.

Other Credentials:

Knowledge and Skills:Knowledge and experience in basic office administration functions. Excellent communication and time management skills. Is a highly adaptable individual that anticipates the needs of the many professionals supported and switches tasks quickly when priorities shift.

Special Training:Intermediate knowledge in Microsoft Office including Word, Excel, Outlook, and Power Point required.

Mental, Behavioral and Emotional Abilities:Excellent organizational skills. Meets deadlines. Excellent understanding of English language and has the ability to edit documents and proofread memoranda. Possesses ability to develop rapport with other organization functions and departments.

Usual Work Day:8 Hours  

ESSENTIAL FUNCTIONS

• Maintains calendars for one or more VPs and Directors with timeliness and accuracy. Schedules and coordinates arrangements for meetings and special events, including facilities, catering, and logistics, assuring smooth functioning of events. Makes travel arrangements as needed.
• Collects, tracks, and maintains information specific to the division, often of a highly confidential nature according to procedure. Maintains confidential employee records for department staff, processes time sheets, tracks PTO in accordance with policy and procedures, and serves as liaison with Payroll and Human Resources.
• Coordinates the timely receipt, processing, production, and distribution of regular reports to appropriate management team, department heads and organization staff. Processes requisitions, invoices, expense reports, prepares check requests, determines appropriate accounting codes, and ensures data entry of appropriate information on a timely basis.
• Processes requisitions, invoices, expense reports, prepares check requests, determines appropriate accounting codes, and ensures data entry of appropriate information on a timely basis. Monitors and orders inventory for office supplies, furniture, and IT equipment.
• Revises or drafts processes and procedures as needed to support efficient and effective division operations. Reports office progress to senior management and works with them to improve office operations and procedures.
• Prepares, edits, and proofreads letters, memoranda, documents, and presentations from drafts or independently in a timely manner. Designs, formats and lays out documents and presentations as needed using intermediate and advanced features of MS Office applications (Word, Excel, Power Point. Organizes data and information on a regular basis. Ensures maintenance of hard copy and computer files periodically as required. Builds and maintains databases using Access, Excel, and specialized database applications. May conduct research on the Internet
• Reviews, determines appropriate disposition of, and responds to mail, faxes, and email in a timely manner. Follows up on requests and sends brochures, packets, and other information, as appropriate.
• Serves as liaison with facilities or building management, safety, and security to ensure co