Legal Operations Specialist

Company Description

The University of Notre Dame is more than a workplace! We are a vibrant, mission-driven community where every employee is valued and supported. Rooted in a tradition of excellence and inspired by our Catholic character, Notre Dame is committed to fostering an environment of care that nurtures the whole person—mind, body, and spirit. Here, you will find a deep sense of belonging, a culture that prioritizes well-being, and the opportunity to grow your career while being a force for good in the world. Whether contributing to world-class research, shaping the student experience, or supporting the University’s mission in other ways, you will be part of a dedicated team working to make a meaningful impact on campus and beyond. At Notre Dame, your work matters, and so do you!

Job Description

The Office of General Counsel (“OGC”) is seeking a strategic, highly versatile, and independent Legal Operations Specialist. Reporting to the Director of Legal Operations, the Specialist is responsible for the independent oversight of office-wide systems, project lifecycles, and high-level workflows for complicated and diverse legal matters. The Specialist must exercise significant discretion in prioritizing legal demands, managing institutional risk through litigation- and transactional-oversight protocols, and developing policies and processes that advance the University’s strategic mission. The Specialist serves as a high-level partner to University lawyers and administrative liaison to campus departments and outside law firms, independently facilitating the resolution of complex legal matters and advancing the University’s mission. Due to the high degree of autonomy and the significance of the matters handled, the role requires unwavering integrity, impeccable professional judgment, and a commitment to confidentiality.

Key Responsibilities and Duties

Matter & Project Management

• Strategic Initiative Leadership: Independently lead and advance office priorities by diagnosing systemic issues, formulating comprehensive solutions, and executing responsive measures without immediate supervision.
• Intake & Resource Management: Design and oversee the triage process for legal requests from campus partners and outside firms; exercise independent judgment to prioritize conflicting needs and allocate office resources across open matters.
• Strategic Project Execution: Define, scope, and execute complex projects to advance OGC and University goals; authorize project milestones, manage stakeholder expectations, and pivot strategies based on independent assessment of progress.
• Subject Matter Leadership: Serve as the primary administrative lead for specific practice areas; develop and authorize training curricula and resources used by University lawyers and campus leadership.

Litigation Management & Compliance

• Litigation Hold Authority: Manage and enforce the University’s legal hold protocols; serve as the primary decision-maker regarding the scope and duration of holds in coordination with IT partners.
•  Discovery Management: Supervise the litigation discovery process, serving as the primary lead for document production strategy; act as the principal point of contact for outside counsel to negotiate data transfer protocols and timelines.
• Regulatory Response: Independently evaluate requests for information under FERPA and third-party subpoenas; determine the relevance of documentation and authorize responsive correspondence (referring to lawyers only in rare situations where legal interpretation is required).
• Court & Agency Liaison: Oversee the preparation and execution of complex filings with courts and government agencies, ensuring institutional compliance with litigation deadlines, settlement requirements, and regulatory mandates.

Transactional & Regulatory Strategy

• Contractual Oversight: Manage the University’s legal template library; exercise independent discretion in triaging routine transactional work and determining which matters require lawyer intervention versus standard operational approval.
• Corporate Governance: Lead the management of corporate governance and licensing obligations, ensuring the University maintains its standing and compliance with state and federal requirements.
• Regulatory Intelligence: Analyze changes in the regulatory landscape; formulate reports on the impact of federal regulations and proactively recommend policy changes to the legal team to mitigate institutional risk.

Operations, Systems & Policy

• Operational Policy Development: Evaluate, enhance, and implement office-wide policies and best practices to optimize efficiency; identify institutional bottlenecks and authorize new workflow solutions.
• Technology