Executive & Legal Assistant

Job description

EXECUTIVE AND LEGAL ASSISTANT OFFICE OF THE GENERAL COUNSEL & OFFICE OF THE CHIEF FINANCIAL OFFICER Classification: Level 2 / Class Code 1660 / Full-Time / Non-Exempt / Benefited / Confidential Location: San Francisco, California (On-site role with occasional hybrid flexibility) Hiring Salary Range: $34.00 - $36.00 hourly (commensurate with qualifications) THE DEPARTMENTS The Office of the General Counsel provides legal services and advice to the Board of Directors, the Chancellor & Dean, and senior leadership on a wide variety of legal issues affecting staff, faculty, academic life and administrative matters. Substantive areas include governance, policy, compliance (including ethics), labor relations, real estate, contracts, torts, visa processing, public records and employment law. The Office of the General Counsel plays a key role in finding innovative solutions to its clients’ needs and strategic planning. The Office of the Chief Financial Officer is responsible for financial and business management functions, state intergovernmental relations, risk, investment and real estate management. The CFO also oversees the development and implementation of the school's Long Range Campus Plan and its strategic centerpiece, the development of an Academic Village, providing a platform for shared campus housing and academic functionality. THE ROLE AND RESPONSIBILITIES UC Law SF is seeking a highly motivated individual with administrative and/or law-office experience for the Executive and Legal Assistant position to work in the Office of the General Counsel and the Office of the Chief Financial Officer. This individual will report jointly to the General Counsel and the Chief Financial Officer and assist on a wide variety of issues pertinent to a public institution of higher education; provide administrative assistance to the General Counsel and the Chief Financial Officer; and manage administrative functions of the Office of the General Counsel and the Office of the Chief Financial Officer. Due to the volume of work in the two offices, a candidate must be adept at prioritizing competing deadlines. A candidate must be organized and detail-oriented with excellent clerical and computer skills. Typical duties and responsibilities consist of, but are not limited to, the following: Executive Assistant (approximately 90%) Maintains General Counsel’s appointments calendar.; Coordinates travel for General Counsel and Chief Financial Officer; Organizes materials for General Counsel’s and Chief Financial Officer’s use in future appointments; Handles reimbursements and generates purchase orders, check requests and expense requests; Greets guests and provides front desk/reception duties; Monitors, maintains and orders office supplies; Maintains and organizes office records; Supports members of the College’s Board of Directors to keep them engaged and informed regarding their leadership activities; Prepares, coordinates and circulates materials for meetings of the College’s governing and advisory boards: the College’s Board of Directors, the Academic Village Finance Authority, and boards and corporate structures supporting the College’s real estate development efforts, including notice and agendas pursuant to the state’s open meeting laws; General office administration to include correspondence, telephones, filing, meetings arrangements, and other duties and responsibilities as assigned; Prioritizes competing deadlines; Performs special projects and tasks and other duties as assigned. Legal Assistant (approximately 10%) Processes California Public Records Act requests and reviews and compiles responsive documents for disclosure; Supports other law and policy functions. REQUIREMENTS EDUCATION AND EXPERIENCE Experience as an executive assistant in a legal or C-suite executive office, as a legal assistant, or the equivalent; KNOWLEDGE, SKILLS & ABILITIES Minimum Qualifications: The ideal candidate must demonstrate the following skills: Ability to recognize and maintain the confidentiality of sensitive College issues and information; Ability to prioritize work assignments and meet established deadlines; Ability to communicate effectively both orally and in writing (there will be a writing exercise as part of the interview process); Ability to represent the Office of the General Counsel and the Office of the Chief Financial Officer in a pleasant, professional and efficient manner; and to interact effectively with board members, faculty, staff and students while projecting confidence, understanding, competence and concern; Excellent command of spelling, punctuation and grammar; Excellent organizational skills with strong attention to detail and capacity to achieve high quality and accuracy in work. Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook; Proficiency in Adobe Acrobat, Zoom, Box and DocuSign; Ability to logically analyze information and recommend an effective course of action; Ability to effectively draft correspondence and documents, including any required redactions, with proper formatting; Ability to evaluate the validity/reliability of information and identify factual omissions and inconsistencies with application of relevant rules; Ability to manage multiple tasks simultaneously and effectively; Ability to work under the supervision of an attorney, understanding necessity of issue spotting and advising management of work progress and any unusual situations; Ability to work efficiently under time pressures and deadlines in a fast-paced environment; Adaptability to changing environments; Sound judgment; Exemplary personal and professional integrity and business ethics. Desirable Qualifications: In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the College will consider the following factors as applicable to each candidate: Proficient knowledge of basic legal and/or financial concepts, terminology, principles, documentation, and procedures; Experience with laws and regulations relevant to the Office, such as the California Public Records Act and the Family Educational Rights & Privacy Act (FERPA); Experience in higher education; California Notary Public commission Baccalaureate degree. BENEFITS Health and Welfare Benefits Comprehensive medical, dental and vision insurance coverage Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses Employee Assistance Program For your Financial Future Life Insurance, Disability Insurance, and Legal Insurance University of California Retirement Plan (a defined benefit plan) Deferred Compensation Plans/Pre-tax Retirement Savings Programs For your Work/Life Balance Fifteen paid holidays per year Generous vacation and sick leave Commuter Benefits Program THE HIRING PROCESS Failure to provide the information as required on the application form including attaching a cover letter and a resume shall immediately disqualify an applicant from employment consideration. Please Note: **This position has been designated as “sensitive” and requires a pre-employment background check. Federal law requires employers to provide reasonable accommodations to qualified individuals with disabilities. Please contact Human Resources if you require a reasonable accommodation to apply for a job. Examples of reasonable accommodation include making a change to the application process, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment. WHAT TO EXPECT Applicants who meet the position requirements will be competitively evaluated to identify the individuals whose breadth and depth of experience and education most closely relate to the stated requirements and the needs of the College. Depending on the quality and number of the applications received, only the better qualified applicants may be contacted for an interview. Candidates may be asked to perform a work-simulation exercise, such as a writing exercise, to provide additional insight into their readiness to succeed in the role. The position is open until filled. The skills listed above are comprehensive, and we understand there are great candidates who possess only a subset of those skills, or who have other important skills. If you match some of these skills, please do not hesitate to apply. UC Law SF is an equal opportunity employer. UC Law SF strives to provide a diverse and inclusive educational environment that fosters cultural awareness, mutual understanding and respect. UC Law SF is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching. Qualified women and members of underrepresented minority groups are strongly encouraged to apply.