Research & Knowledge Services Assistant

Job description

The Research & Knowledge Services Assistant provides administrative, financial, clerical, and organizational support to the firm’s Research & Knowledge Services (RK&S) department. The role helps maintain efficient day-to-day operations by coordinating department budgets and invoices, supporting vendor and contract administration, maintaining research resources, and assisting with department communications, meetings, purchases, memberships, and travel. The Assistant works closely with RK&S leadership and staff, Finance, Procurement, vendors, attorneys, and other firm business professionals. Success in this role requires careful attention to detail, timely follow-through, sound judgment, strong service orientation, and the ability to manage multiple administrative workstreams in a professional services environment. Portfolio Scope Primary support: RK&S department administration, including budget tracking, invoice processing, vendor coordination, subscription and resource records, physical collection maintenance, and routine operational support. Shared support: contract and renewal administration, department communications, meetings, purchases, memberships, travel, and coordination with Finance, Procurement, IT, and other firm functions. As-needed support: department projects, records cleanup, reporting, resource access, and other operational priorities as assigned. Occasional team support: expenses, invoicing, and related administrative needs for the larger Practice Innovation team. Essential Duties Support administration of the RK&S department budget, including annual budget preparation, ongoing tracking, coding maintenance, variance review, and preparation of information for leadership and Finance. Process invoices, payment requests, reimbursements, and other financial documentation accurately and on time; research discrepancies and coordinate resolution with vendors, Finance, and internal stakeholders. Maintain organized and accurate records for budgets, invoices, purchase orders, contracts, renewals, subscriptions, memberships, and related department commitments. Support vendor relationship and contract administration by coordinating communications, tracking key dates and contract lifecycles, maintaining documentation, and following firm procurement and approval procedures. Coordinate vendor account setup, renewals, cancellations, billing updates, and routine access or service questions; escalate technical or contractual issues to the appropriate team member. Help maintain an accurate inventory of research tools, subscriptions, licenses, passwords, access methods, contacts, costs, renewal dates, and assigned users. Process newly acquired materials, route and distribute books and other resources, and maintain an organized and accessible physical collection. Update print resources by filing loose-leaf releases, pocket parts, supplements, and replacement volumes, and identify missing or outdated materials for follow-up. Assist with department purchases, memberships, conference registrations, travel arrangements, expense documentation, and related approvals. Prepare and distribute newsletters, internal updates, resource announcements, and other department communications using established templates and distribution lists. Coordinate meetings and department activities, including scheduling, invitations, room or virtual meeting arrangements, agendas, materials, note-taking, and follow-up items. Respond to routine requests from attorneys, staff, vendors, and other firm departments promptly and professionally, routing substantive research or technical questions to the appropriate resource. Support data entry, reporting, document preparation, records organization, and quality-control efforts for department projects and ongoing operations. Identify missing information, inconsistent records, approaching deadlines, and process issues; follow up with the appropriate stakeholders and escalate when needed. Protect confidential firm, client, personnel, financial, and vendor information and follow applicable records, security, and data-handling requirements. Occasionally assist the larger Practice Innovation team with expense submissions, invoice processing, payment follow-up, coding, and related administrative coordination. Provide backup administrative coverage within RK&S and support special projects and changing department priorities as needed. Perform other duties as assigned. Reporting Relationship The Research & Knowledge Services Assistant reports directly to the Senior Manager of Research & Knowledge Services. Qualifications Experience/Knowledge 1–3 years of administrative, financial, operations, library, legal services, or professional services experience. Experience in a law firm, academic library, public law library, research function, or other information-services environment strongly preferred. Experience supporting budgets, invoices, expense processing, purchasing, subscriptions, contracts, or vendor administration strongly preferred. Familiarity with integrated library systems, online research platforms, subscription databases, or similar information-management tools preferred. Working knowledge of standard office administrative practices, records management, and professional business communications. Skills Strong organizational and time-management skills, with the ability to manage multiple priorities, maintain accurate records, and meet firm deadlines. Excellent attention to detail and accuracy, particularly when working with financial information, invoice coding, contract dates, subscriptions, and access records. Strong customer service, problem-solving, and follow-through skills. Clear and effective written and verbal communication skills and the ability to interact professionally with attorneys, staff, firm leadership, and vendors. Sound independent judgment, including the ability to recognize issues, determine appropriate next steps, and escalate matters when necessary. Ability to work independently with limited supervision and collaboratively as part of a team. Ability to handle confidential and sensitive information with discretion. Strong Microsoft Office skills, especially Excel, Outlook, Word, and PowerPoint; experience with financial, procurement, contract, or document-management systems is helpful. Ability to learn and use the firm’s integrated library systems, research platforms, and administrative tools. Adaptability and a dependable work ethic in a fast-paced professional environment with changing priorities. Education High school diploma or equivalent required; associate’s or bachelor’s degree preferred. Relevant administrative, finance, library, or information-services training may substitute for formal education where appropriate. Physical Requirements Frequently operates a computer and other office productivity machines, such as a copier, scanner, and printer. Regular communication with attorneys, vendors, and firm staff is required. Occasionally handles, shelves, or moves books, files, and other research materials, with or without reasonable accommodation. Working Conditions Hybrid office environment, with in-office attendance at least two days per week or as required by firm policy and business needs. Occasional extended hours beyond the normal schedule may be required to meet department or firm needs. At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success. Haynes and Boone is one of the largest law firms in Dallas, and it continues to grow. In 2023, Haynes and Boone moved its headquarters to a new 27-story office tower in the Harwood District of uptown Dallas. Lawyers in our Dallas office serve all the firm’s practice and industry areas – including corporate, litigation, banking/finance, insurance law, healthcare law, labor and employment, estate planning, real estate, bankruptcy, intellectual property, white collar crime, and antitrust. Our Dallas lawyers are widely recognized in their practice areas in publications such as The Best Lawyers in America directory (Woodward/White, Inc.) and the Chambers USA legal directory (Chambers & Partners). This office attracts high-energy, technically proficient people who enjoy working in a collegial environment. We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.