Administrative Services Manager

Administrative Services Manager

Cooley is seeking an Administrative Services Manager to join the Office Administration team.

Position summary:   The Administrative Services Manager will aid the Director of Administration in various aspects of office management, including directly managing the legal secretaries and practice team assistants (PTAs). Specific duties include, but are not limited to, the following:

Position responsibilities:

Supervisory:

• In consultation with HR, manage all employment aspects of the legal secretaries and practice team assistants in the office, including hiring/terminations, feedback, counseling, mentoring and coaching
• Coordinate/manage daily attendance, determine staffing needs and arrange overflow assistance for secretarial and PTA business professionals
• Arrange evening and weekend overtime coverage, including staffing for closings or special projects, as required by timekeepers and assisted by lead secretary, where applicable
• Coordinate secretarial & PTA introductory period evaluations with timekeepers, where applicable in conjunction with HR
• Coordinate performance evaluation (anytime feedback, semi-annual review, etc.) processes for secretaries & PTAs, including review of performance evaluations from timekeepers; follow up to ensure that each timekeeper has submitted a timely evaluation. Prepare administrative evaluation for each secretary & PTA and meet individually to discuss results
• Submit proposals for salary increases and bonuses to HR for secretaries & PTAs
• Support the Director of Administration in planning regular secretarial & PTA meetings
• Review and approve PTO requests. Determine need for vacation staffing by monitoring work and tracking vacation schedules; arrange for coverage, as needed. 
• Coordinate secretarial and PTA moves with Director of Administration and Operations or Facilities Manager
• In consult with central HR & Director of Administration, counsel secretaries, PTAs (and other department staff when needed) and resolve employment problems. Meet with attorneys (and managers where applicable) to discuss performance concerns and document issues involving counseling

Recruiting:

• Recruit for local secretarial, PTA, facilities, office services and office admin roles as necessary
• Ensure necessary requisition process is followed before starting recruiting process
• Interview attorneys, paralegals and management to determine staffing needs in applicable areas
• Recommend staffing/timekeeper assignments to Director of Administration, maintaining optimum secretarial/timekeeper staffing ratios
• Post jobs (internally and externally) and recruit potential employees for all sources including employee referrals, ads, schools, internet, agencies and social media
• Review, sort and maintain resumes received via applicant tracking program. Maintain data in applicant tracking program to include updating status, scheduling interviews, applicant correspondence and interview evaluations
• Process advertising/recruiting invoices
• Responsible for scheduling and conducting interviews, which includes explaining benefits and Cooley culture to applicants
• Coordinate conflicts, background and reference checks and clearance prior to start date for all new hires. Consult with central HR on any “hits” on background check reports
• Conduct rejection calls
• Work with central HR in determining salary to be offered to new employees to ensure salary equity within the firm, the office and the market
• Communicate offers and hire personnel in cooperation with managers
• Oversee the production of applicable offer letters
• Coordinate temporary staff, if necessary
• Complete “New Employee Confirmation” and “New Employee Checklist” forms for all non-exempt hires
• Hire all non-manager business professionals and attorneys into Workday, including upload of confirmation forms
• Oversee the creation of new hire orientation (including IS training) schedule for all new hires
• Monitor the onboarding process for local office new hires, including uploading of new hire forms to Workday and ensuring new hires complete the entire process
• Along with the Director of Administration, lead various aspects of new hire orientation
• Ensure all new hire paperwork is completed and loaded to Workday

Financial Management:

• Prepare annual budget for secretarial & PTAs costs, staff relations and other assigned expenses; monitor and report on performance against budget
• Assist Director of Administration in preparation of annual office budget
• Code office invoices prior to sending to Accounting for payment