Legal Administrative Assistant

CONTEXT
The mission of the Office of the University Counsel (the "OUC") is to:

- apply sound judgment, thoughtful analysis, and constructive advice to help identify and manage legal risk;
- provide legal advice and services that are timely, pragmatic, and proactive; and
- work with academic and administrative units to streamline legal processes, wherever appropriate.

The OUC is responsible for all the legal affairs of UBC, with the exception of labour and employment matters. The OUC:

- advises on UBC governance;
- advises on the legal ramifications of proposed actions and, when necessary, suggests alternative solutions or corrective courses of action;
- provides strong and responsible advocacy before courts, administrative agencies, or other public bodies;
- provides strategic legal advice and a full range of legal services directly to UBC, its senior administration, the Board of Governors, the Senates, and the Council of Senates;
- provides legal advice and services directly to academic and administrative units when requested by the deans or administrative heads of unit;
- recommends practices and procedures to protect UBC from undue liability;
- determines the legal structure of UBC's subsidiaries;
- oversees the development and review of Board of Governors' policies and delegated signing authorities;
- is responsible for UBC's compliance with British Columbia's Freedom of Information and Protection of Privacy Act;
- regulates and manages UBC's conduct systems and internal administrative tribunals;
- administers UBC's conflict of interest systems;
- provides seminars and other education-oriented initiatives on legal issues affecting UBC;
- participates in special initiatives and sensitive projects on an as-needed basis;
- brings the appropriate resources to bear in the delivery of legal services and the resolution of legal disputes and, where necessary, retains, instructs and oversees external legal counsel on behalf of UBC; and
- manages the costs of legal services in an effective and cost efficient manner in order to maximize the value of UBC's expenditures.

JOB SUMMARY
Provides confidential administrative support for the Office of the University Counsel. Responds to general enquiries from academic departments, faculty members and the general public.
   
Organizational Status
 
     
Reports to the Assistant to the University Counsel. Works directly with Legal Counsel. Liaises with all levels of executive and administrative units, faculties and departments.
   
Work Performed
 
     
- Provides confidential legal administrative support to Legal Counsel by prioritizing tasks and determining urgency of requests, maintaining calendars and bring forward systems to ensure important dates are met, and organizing meetings and taking meeting notes as required;
- Types and transcribes dictation of a complex and technical nature with speed and accuracy;
- Organizes and maintains complex confidential legal files;
- Coordinates travel arrangements, including preparing expense claims, reimbursement forms  and various other functions;
- Coordinates the tracking, signature, distribution and filing of legal agreements between the University and external parties; 
- Coordinates the tracking, signature, distribution and filing of Endowment documentation and Endowment variations with the President's Office and the Board of Governor's secretariat;
- Assists Legal Counsel with the development process for university policies and procedures, prepares dockets for submission to the Board of Governors and maintains policy files;
- Provides general assistance to Legal Counsel, including:
        - Independently preparing emails, letters, reports, presentations and other confidential communications,
        - Researching, compiling and analyzing data for use in reports, presentations, meetings and other special projects;
- Represents Legal Counsel when screening calls and responding to written and oral enquiries of an interpretive nature from faculty, staff, students and the general public; advises and liaises with faculties, departments and students based on thorough knowledge of University and departmental guidelines, procedures and policies;
- May maintain and update the policies and procedures section of the department's website;
- May train, oversee and direct the work of temporary clerical staff and students; and
- Performs other related duties as required.

WORKING CONDITIONS
Works primarily in the office space maintained by the OUC in the Old Administration Building.
   
Supervision Received
 
     
Work is done under limited supervision. The Administrative Assistant is expected to work closely with his or her assigned Legal Counsel, be proactive in anticipating their needs, as well as taking their instructions with respect to administrative support for their work. The Administrative Assistant is expected to apply sound judgment in prioritizing tasks and analytical skills to research how to best fulfill the mission of the office.
   
Supervision Given
 
     
May oversee the work of administrative staff, temporary clerical staff and students.
   
Consequence of Error/Judgement
 
     
Exercises judgement and initiative in handling matters of a non-routine nature requiring the interpretation of University and departmental guidelines, policies and procedures in planning the sequence of duties, the work methods to be employed and the action to be taken.
   
Qualifications
 
     
High School graduation and two years post-secondary education.  University degree and/or certificate from a legal secretarial program required.  4 years related experience or the equivalent combination of education and experience.  Minimum five years' experience working in a legal office preferred.  Ability to type 60 wpm and word processing/computer experience required (Word, Excel, PowerPoint, SharePoint or other document management programs preferred).  Proficiency in the use of English grammar, spelling and punctuation; proficiency with legal terminology preferred. Ability to maintain a high degree of privacy, tact and discretion in dealing with confidential and sensitive matters. Effective oral and written communication, interpersonal, organizational and problem solving skills. Sound judgment and ability to maintain accuracy and pay close attention to detail is a necessity. Ability to adapt to changing priorities, multitask, and take initiative. Experience working in a fast-paced environment.  Knowledge of UBC policies and procedures preferred.
 
     
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Equity and diversity are essential to academic excellence.  An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.  We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

Similar searches: Full time, Temporary, Legal Assistant, Legal Secretary