Case Coordinator, Dispute Resolution

This position appoints arbitrators to arbitration cases, schedules/reschedules pre-hearing conferences and hearings, and performs a wide variety of tasks such as generating memos and correspondence, maintaining electronic files, and setting up hearing rooms. This is skilled administrative work in which incumbents are proficient in their assigned roles; are able to independently prioritize their work; are able to handle routine matters independently and complex matters under close supervision; and are able to work under close supervision.

Essential Job Functions:

• Generates, mails and/or publishes memos to the Dispute Resolution Services (DRS) Portal.
• Receives lists of arbitrators from parties, enters rankings in database, consolidates and/or extends lists as necessary.
• Properly documents reasons for arbitrator changes to case lists such as withdrawals and/or requests for removal.
• Contacts arbitrators to serve on cases. Appoints and/or replaces arbitrators to cases, following established procedures.
• Coordinates, schedules, and notifies parties and arbitrators of the date and time of conference calls and hearings.
• Coordinates with meetings team and schedules in person and video conferences and updates the case to reflect the conference information.
• Processes requests to postpone hearings and reschedules hearings, as necessary.
• Assess applicable postponement fees, as necessary.
• Processes party agreements to opt out of IPHC.
• Attends prehearing conferences and hearings, as assigned.
• Closes conference calls and pays arbitrators.
• Maintains electronic and physical files in accordance with established procedures. Files and/or scans correspondence promptly and prepares files for storage.
• Inputs written case notes and hearing dates into case processing system.
• Submits reservation requests for off-site hearings.
• Maintains digital recording files.
• Prepares and provides digital recording files to parties and arbitrators, as requested.
• Answers general questions from constituents, parties, and arbitrators
• Processes incoming emails from central inbox and case management system, as needed.
• Processes pre-hearing briefs, witness lists, and exhibits.
• Tracks hearing exhibits, recordings, and transcripts and follows up, as necessary.
• Reviews and process incoming Arbitrator Oaths and Checklists and follows, as necessary.
• As assigned, determines proper composition of arbitration panel, generates list of arbitrators, reviews arbitrator information for conflicts, and eliminates arbitrators from lists, as needed.
• Conducts internet searches on appointed arbitrators, as necessary.
• Processes arbitrator expense reports for submission to Finance.
• Processes physical checks.
• Prepares form for approval of arbitrator travel through AdTrav.
• Cross-trained on and performs Reception Coordinator, Senior Case Coordinator, and Case Specialist job functions, as needed.
• Trains and provides guidance to staff as needed.
• Serves as a role model for staff in the department.

Other Responsibilities:

• Additional duties as required by management, including presentations.

Education/Experience Requirements:

• High School and 4 years of related experience or equivalent combination of education and experience. Bachelor's degree preferred.
• Expertise using a desktop computer with the full suite of electronic office applications and other office equipment.
• Excellent organizational ability, interpersonal skills, and written and verbal communications skills.

For work that is performed in CA, CO, HI, MN, VT, IL, Jersey City, NJ, New York City, NY, MA, WA, MD, Washington, DC, NJ State and NY State, please refer to the chart below for the salary range for the corresponding location. In addition to location, actual compensation is based on various factors, including but not limited to, the candidate’s skill set, level of experience, education, and internal peer compensation comparisons.

CA: Minimum Hourly Rate $25.75, Maximum Hourly Rate $46.88

CO/HI/MN/VT*: Minimum Hourly Rate $22.38, Maximum Hourly Rate $39.07

IL*: Minimum Hourly Rate $24.61, Maximum Hourly Rate $42.96

Jersey City, NJ/NYC, NY: Minimum Hourly Rate $26.87, Maximum Hourly Rate $46.88

MA/WA: Minimum Hourly Rate $22.38, Maximum Hourly Rate $44.92

MD/Washington, DC: Minimum Hourly Rate $25.75, Maximum Hourly Rate $44.92

NJ: Minimum Hourly Rate $24.61, Maximum Hourly Rate $46.88

NY: Minimum Hourly Rate $22.38, Maximum Hourly Rate $46.88

*Including positions performed outside the state but reporting to an office o