Administrative Assistant - Office of General Counsel | Washington University in St. Louis - Military Veterans

at Herc - Missouri

St. Louis, Missouri

Scheduled Hours 37.5 Position Summary The selected individual will provide administrative assistance and support to the department for three to four Assistant Vice Chancellor and Associate General Counsels. A key job requirement is the primary management of legal documents in the newly implemented OGC legal and contract matter management software system. Job Description Primary Duties and Responsibilities Provide administrative assistance to the department and support to three to four Assistant Vice Chancellor and Associate General Counsels and one paralegal. Perform administrative job functions for those the individual supports, such as scheduling meetings; composing confidential reports and correspondence; preparing legal documents and presentation documents under deadline; researching topics as needed; preparing agendas, travel plans, and other documents related to meetings and/or conferences; drafting summaries and reports. Work closely with attorneys to organize and manage legal files, primarily in the OGC legal and contract matter management software system. Assist in opening and closing matters, maintaining essential legal documents, and generating reports from the system as required. Maintain current knowledge of software functions and troubleshoot basic system issues. Collaborate with software vendor for solutions, as necessary. Collaborate with other administrative staff to develop and implement procedures to ensure the effective and efficient use of the system. Assist in standardizing office protocol relating to use and operation of the system. Maintain administrative files for the department. Respond to and resolve administrative problems, tasks, questions and inquiries on behalf of the department. Perform other duties as assigned, including providing back-up to other administrative assistants as circumstances require. Preferred Qualifications Bachelor's degree. Strong demonstrated work history. Training or education with an emphasis in legal or paralegal studies. Knowledge of Washington University systems. Highest degree of integrity and commitment to serving students, faculty and external constituent; ability to handle public contact and deal discretely with confidential matters. Ability to work independently, assume responsibility for completing tasks and exhibit strong time management skills. Strong professional interpersonal skills, including excellent oral and written communication skills. Strong organizational skills, with strong attention to detail and a proven ability to manage large volumes of information efficiently and effectively. Excellent computer skills with advanced knowledge of Word, Excel, Outlook, PowerPoint and Adobe. Ability to learn and use legal and contract management database application.  Prior experience with document management or legal matter management systems. Ability to work in a team environment and take instructions from managing attorneys. Excellent analytical and problem-solving skills. Industrious and exhibit a strong work ethic. Ability to multi-task and handle a diverse portfolio of work. Required Qualifications High school diploma or equivalent high school certification. Three years of related experience. Grade G08-H Salary Range $19.56 - $30.35 / Hourly The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget. Pre-Employment Screening All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening. Benefits Statement Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at to view a summary of benefits. EEO/AA Statement Washington University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individualâ™s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply. Diversity Statement Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply. Applicant Instructions When you are ready to apply, creating an account only takes a minute. Your account creates a candidate home page which we will use to communicate with you and allows you to apply for jobs and view your application statuses. The first page of the application offers two âQuick Applyâ? options. Quick Apply allows you to either use a previous application or create a new application using a resume to populate the work experience and education sections of your job application. If using a resume to populate your application, check to ensure the application fields populated accurately. You may skip the âQuick Applyâ? page by clicking âNextâ? at the bottom of the page. Documents may be uploaded in the My Experience section of the application. You also have the option to apply with a Linkedin feature, which allows you to apply by using your Linkedin profile to populate some of the job application fields.