Legal Support Professional and Office Manager - posted 4/24/19

Legal Support Professional and Office Manager - posted 4/24/19

Company Name: 
Colorado School of Mines
FT/PT Status: 
Full Time
Salary Range: 
Job Summary: 

Colorado School of Mines

Mines is an Equal Opportunity/Affirmative Action employer and educator that recognizes that diversity is crucial to its pursuit of excellence in learning and research. Mines is committed to developing student, faculty, and staff populations with differing perspectives, backgrounds, talents, and needs and to creating a richer mix of ideas, energizing and enlightening debates, deeper commitments, and a host of educational, research, and service outcomes. As such, Mines values candidates who have experience working in settings with individuals from diverse backgrounds. Minorities, women, veterans, and persons with disabilities are strongly encouraged to apply.

Job no: 493546
Work type Administrative Faculty Full Time
Location: Golden
Categories: Human Resources/Title IX/Compliance/Legal

Job Description:    
This position exists to manage and support the overall administrative, business and operational needs within the Legal Services Office. This position reports to the university’s Vice President and General Counsel (GC), an officer of the institution, and provides administrative, legal and client service support to ensure the Legal Services Office is equipped and operating in an optimal manner in order to effectively and efficiently respond to client needs, and timely address and monitor the university’s active legal matters and issues. In general, this position will be responsible for: providing executive administrative assistance to all university counsel; fiscal management of office accounts; budget reporting and oversight; implementation and management of Legal Services’ electronic document filing and management system; implementation and management of the system for tracking new and existing client matters, including tracking critical deadlines and appointments for all legal counsel; assisting with business correspondence; identifying and procuring office supplies, equipment and other resources; serving as administrative liaison with other university administration offices and staff; assisting with the review, organization, redaction, and copying of institutional records and responses to subpoenas, discovery requests and public records requests; and coordinating with GC, immigration counsel and university personnel to prepare employment-based visa petitions and compile pertinent institutional data and supporting documents.

Legal Services Office Management and Operation

  • Provides executive support to the GC.
  • Provides administrative support to all Legal Services attorneys.
  • Manages and updates, as needed, the electronic document filing and management system for all Legal Services files, and implements the office record retention and destruction policy with regard to existing Legal Services files.
  • Assists in preparation, proofreading and editing of various documents, including memoranda, litigation pleadings, agreements, and correspondence.
  • Creates, manages, and updates Legal Services’ contract records in the university’s contract management database.
  • Circulates for signature and tracks contracts, leases and other legal agreements.
  • Schedules meetings.
  • Identifies and procures office supplies, equipment and other resources, as needed.
  • Engages Facilities Management, Campus Computing, other internal administrative offices and/or external contractors and vendors, as needed and appropriate, to address facilities, equipment and system maintenance and repair needs.
  • Maintains and updates Legal Services web page content, as needed and appropriate.
  • As needed and appropriate, supervises and manages contractors, paraprofessionals, and other administrative support personnel engaged or employed by Legal Services.
  • Acts as Legal Services’ liaison with administrative staff in President’s Office, Academic Affairs office, Vice President for Research and Technology Transfer Office, Administration and Operations offices, and Human Resources.

Fiscal Duties

  • Manages all office accounts.
  • In conjunction with the GC, prepares Legal Services’ annual and multi-year budgets, and helps ensure alignment of budgetary priorities with strategic goals.
  • Prepares Legal Services’ quarterly and annual budget reports, forecasts and requests.
  • Prepares and submits individual staff members’ electronic business travel and expense reports and expenditure reimbursement requests.

Client Service and Communication

  • Greets office visitors.
  • Will develop and manage an effective system for tracking new and existing client matters, including tracking particular attorney assignments, critical deadlines and appointments.
  • Calendars relevant deadlines.
  • As needed and appropriate, completes intake interviews or other communications with clients with new matters to better facilitate assignments to available attorneys with appropriate expertise.
  • Assists with preparation of chronologies, charts, slide presentations, and exhibits.
  • At the direction of either the GC or Deputy General Counsel, facilitates the issuance of “preservation of evidence” instructions to university personnel and the termination of such directives, as appropriate.
  • Coordinates with the GC, university immigration counsel and appropriate university personnel the preparation of employment-based visa petitions and compilation of pertinent institutional data and supporting documents needed for such petitions.
  • Assists with drafting business correspondence, including communications with clients, outside counsel and external parties.
  • Under the direction of legal counsel, research legal issues, codes, rules and statutes, and draft memoranda as requested.
  • Assists attorneys with the gathering, review, organization, redaction, and copying or scanning of institutional records and responses to subpoenas, and discovery and public records requests, and coordinates the submission and delivery of records in response to subpoenas, and discovery and public records requests.
  • Assists with and supports creation and updating of Legal Services form documents.


  • Other duties as assigned that contribute to the mission and effective operation of the Legal Services Office.
Application Process: 
Apply Online
Selection Criteria: 
Application Due Date: 
June 22 2019
Additional Information: