Open Monday - Friday 8 AM-6 PM
Under the Direction of the Deputy General Counsel, the Legal Coordinator is expected to perform administrative and other duties of a highly complex -nature for the department. The incumbent will coordinate significant internal and external communications, projects and meetings for all members of the department. Must be highly organized and able to distinguish among priority items and plan all scheduled items in detail. Must manage difficult situations with skill, patience and diplomacy. Must be able to meet deadlines and understand all of the concepts involved in the work performed. Requires excellent interpersonal skills and the ability to interact well with all levels of internal management and staff, as well as outside parties. Work independently and makes job related decisions within authorized limits. Responsibilities include screening calls, extensive calendar management skills, including making travel and meeting arrangements.
1.Manage attorneys’ calendars; schedule, prioritize and coordinate meetings, and occasionally ordering food; create and provide materials as necessary for agenda. 2.Interact in person and by phone and email with physician leaders, direct reports, external constituents, trustees, and VIP's 3.Compose letters and memoranda from verbal direction, dictation, or from knowledge of department policy or procedure. Type correspondence, presentations, reports, memoranda, agreements, and other documents and prepare redlined version of documents where appropriate. Revise and assist with formatting documents, including complex legal documents. 4.Answer telephones, route callers, take messages and provide information to callers promptly and courteously; prioritize incoming legal questions and ensure issues of the highest priority get immediate attention from OGC attorneys. Must engage in sufficient conversation to assess the urgency of the call, and whether additional information is needed. Obtain additional information when appropriate. 5.Perform routine clerical tasks; open and distribute mail, including to Risk Management department, prepare copies and faxes, handle travel and lodging arrangement for attorneys; submit expense reimbursements for travel, et.al. 6.Serve as department liaison to administrative staff in Executive offices. 7.Update consent and subpoena logs on the shared drive. 8.Sort, file, and maintain materials and filing systems (paper, computer or imaging), retrieve file
material, and keeps a record of file movement.
9.Identify areas in which processes, systems and work product could be improved and recommend improvements. 10.Perform other departmental tasks as may be assigned from time to time; including processing invoices. Responsible for replenishing office supplies in a timely fashion. 11.Provide backup to the General Counsel and Risk Management areas in the absence of their assistants; provide support assistance to other executives as directed by General Counsel or other attorneys. 12.Serve as the principal OGC resource for information system (IS) needs, including proactively considering software needs (e.g., document management system, outside counsel fee database, tickler system, scrub software, PDF conversions), determining in collaboration with the OGC staff the best program available for each need, and working with institutional IS team to implement and assure support; assessing, designing and maintaining databases; and developing and maintaining the OGC website in consultation with the OGC staff. 13.Perform reception activities for department generally, and for main 13th floor reception, as scheduled, by responding to inquiries, assisting customers courteously and working collaboratively with department staff to solve issues.
All CHOP employees who work in a patient building or who provide patient care are required to receive an annual influenza vaccine unless they are granted a medical or religious exemption.
Required Licenses / Certificates / RegistrationsNone
Required Education and Experience Minimum education required; cite years and type of experience
•Business training in either a college or business school. •Five to ten years administrative/ senior level experience, including experience supporting attorneys in a corporate or law firm environment. •Accurate typing required. •Excellent phone etiquette and interpersonal/communication skills. •Ability to handle confidential materials. •Ability to handle multiple tasks and to prioritize. •Excellent organizational, attention to detail, work planning and follow-through skills. •Ability to negotiate or mediate difficult situations with tact and diplomacy. •Ability to work independently and make job-related decisions within authorized limits as well as being part of a support team environment.
Additional Technical Requirements
Specific knowledge and skills. Add paragraphs by clicking “enter” as necessary.
•Proficient with Microsoft Outlook, Word and Excel •Knowledge of PowerPoint. •Ability to be pro-active in following up on projects and tasks. •Knowledge of medical terminology and protocol.
Decision Making Authority: Guided by established procedures and instructions