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Position Classification Description

Position Class Code / Title: C0002 / Admin Assistant/Legal
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 09

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.

Summary

Provides a broad range of specialized administrative support and confidential secretarial services a centralized legal office of the university. Assists as appropriate in routine aspects of factual research, and prepares various routine and specialized administrative documents and correspondence requiring knowledge of legal terminology and formats. Coordinates or oversees all day-to-day office operations and administrative support activities.

Duties and Responsibilities

  1. Provides confidential administrative support to legal staff; may provide specific secretarial support to a particular legal specialty, such as health care law, intellectual property, or employment.
  2. Provides follow up with appropriate departments, under direction, to ensure compliance with agreements, requests for information from attorneys, and other related issues; interacts with university departments to answer related routine questions and concerns.
  3. Prepares a wide variety of legal documents under attorney supervision; operates personal computer to compose, edit, revise, tabulate, and print letters and legal documents for attorney review.
  4. Compiles, reviews, and organizes evidence and other information for internal hearings, and meetings, as appropriate.
  5. Assists in drafting and performing initial review of contracts entered into by the institution, under guidance and supervision of attorneys and/or contract development specialists.
  6. Establishes, maintains, processes, and/or oversees files, correspondence, databases, records, certificates, and/or other documents.
  7. Schedules, coordinates, and facilitates meetings and conferences, arranging travel, lodging, facilities, and reimbursements as appropriate; provides or coordinates direct secretarial and administrative support services to office attorney.
  8. Provides assistance to and liaison with outside counsel and other administrative agencies in the resolution of day-to-day issues as appropriate.
  9. May lead, guide, and train staff and/or student employees performing related work; may participate in the recruitment of staff, as appropriate to the area of operation.
  10. Maintains professional growth and development through seminars, workshops, and professional affiliations to keep abreast of latest developments in college and university law and in other related areas.
  11. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 5 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Ability to develop and maintain recordkeeping systems and procedures.
  • Knowledge of planning and scheduling techniques.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to communicate effectively, both orally and in writing.
  • Skill in the use of personal computers and related software applications.
  • Database and records management skills.
  • Skill in organizing resources and establishing priorities.
  • Ability to maintain confidentiality of records and information.
  • Knowledge of litigation and legal contract, agreement, and settlement procedures and documentation.
  • Ability to gather and organize legal evidence.
  • Ability to compose and edit a range of legal documentation and correspondence.
  • Knowledge of current and developing legal issues and trends in area of expertise.
  • Knowledge of legal documentation procedures and requirements.
  • Knowledge of legal terminology and procedures.

Distinguishing Characteristics

    Position requires: a) performing manual and electronic data research, compilation, and analysis in direct support of the professional activities of legal staff; b) conveyance of legal advice and information from attorneys to university stakeholders; c) composition, editing, revision, and preparation of a wide range of legal documents for attorney review; and d) analysis, preparation, and provision of evidence and other information for internal hearings and meetings.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017