Coordinator, Executive Legal Assistant

College of Southern Nevada

CSN - Charleston Campus, NV

ID: 7253342 (Ref.No. R0142671)
Posted: June 8, 2024

Job Description

The College of Southern Nevada appreciates your interest in employment at our growing institution. We want your application process to go smoothly and quickly. We ask that you keep in mind the following when completing your application:

  • Once you start the application process you cannot save your work. Please ensure you have all required attachment(s) available to complete your application before you begin the process.
  • Required attachments are listed below on the posting. Your application will not be considered without the required attachments.
  • Please note that applications must be submitted prior to the close of the recruitment. Once a recruitment has closed, applications will no longer be accepted.

If you are unable to attach the required documents to your online application or need assistance regarding the application process, please contact the Talent Acquisition team within Human Resources via email at [email protected] or call (702) 651-5800 to be directed to the appropriate Recruiter.

Job Description

*This position will be open until filled. For full consideration, all application related materials should be submitted by July 7, 2024. Application review will begin July 8, 2024.)

The Coordinator, Executive Legal Assistant reports directly to the General Counsel. This position provides a broad range of routine paraprofessional, technical, and administrative support services to the Office of General Counsel (OGC).

The position is responsible for managing the OGC budget, finance, strategic planning, divisional business processes, and in a legal assistant capacity with the legal representation, legal research, and legal counseling performed by the OGC. This position manages a high-volume office and performs paralegal and administrative tasks associated with the following principal duties and responsibilities:

  • Reports to and is directly responsible for legal secretarial and administrative support services for the General Counsel.

  • Assist in the monitoring of OGC budget activities throughout the year, prepare and analyze budget reports, including the processing of supplier invoices.

  • Gather, summarize, and prepare reports related to engagement of outside counsel and reimbursement requests related to litigation expenses to NSHE and/or the Nevada Attorney General.

  • Under supervision of attorneys, provide legal support to the OGC to include but not limited to, the drafting, preparation, proofreading, processing and filing of pleadings and other legal documents, correspondence, discovery responses and requests, motions, early case conference, employment and litigation arbitration and administrative hearing documents and other related legal office activities; operates personal computer to compose, edit, revise, tabulate, print a variety of documents including but not limited to letters, legal documents, and reports.

  • Calendars, monitors, and follows up on deadlines for claims, litigation, other legal proceedings and prepares, calendars OGC meetings.

  • Perform general research including legal research involving legal analysis and application of relevant statutes, case and administrative rules, document searches and factual searches within internal and external databases and systems, cull relevant information from a variety of resources such as newspapers, magazines, libraries case documents and trade associations.

  • Compiles, reviews, and organizes evidence and other information for submission to administrative agencies such as the Chancellor, Office of Civil Rights, the Equal Employment Opportunity Commission, and/or Nevada Equal Rights Commission.

  • Assist in the preparation of witness and matter materials, depositions, motion practice, and trial.

  • Conduct the bates-stamping, redaction, duplication and indexing of documents.

  • Establish and maintain files and a file tracking system which are organized chronologically, numerically and/or by subject matter.

  • Under the guidance of an attorney, categorize documents by subject matter, prepare a chronology of facts and create production charts.

  • Coordinate the receipt of and the gathering of relevant documents to respond to public records requests and/or subpoenas.

  • Serve as liaison between the OGC and the client representative, outside counsel and/or opposing counsel, as well as between various internal departments, external agencies, law offices, and the courts. Receive, screen, and refer visitors and/or clients, as well as scheduling appointments, receiving, and making phone calls for the OGC. 

  • Knowledge of legal rules and procedures in federal and state court systems.

  • Ability to handle multiple tasks at the same time.

  • Knowledge of and demonstrated proficiency in business English usage, spelling grammar, and punctuation, basic arithmetic, filing and record-keeping procedures and telephone techniques.

  • Knowledge of and demonstrated computer skills for electronic legal research (Westlaw/Lexis Nexis and/or other legal research tools and resources), drafting (Microsoft Office and Adobe Pro), and filing with administrative and judicial tribunals.

  • Ability to work within and navigate the Workday system.

Minimum Qualifications

  • Bachelor’s degree in business management, paralegal studies or closely related field from an accredited college or university OR equivalent combination of education and experience.

  • 3 years of experience performing administrative, legal, office and/ or paralegal tasks in support of multiple attorneys.

  • Notary public or ability to become a Nevada notary within 6 months of hire.

Preferred Qualifications

  • Bachelor's degree in legal, paralegal studies, or similar related field from a regionally accredited college or university.

  • Certificate of Completion from a paralegal program approved by the American Bar Association OR Certified Legal Assistant.

  • 6 years of experience in performing executive level legal, administrative, and/or paralegal support for multiple attorneys.

  • Experience working in the public sector or an institution of higher education.

  • Experience working with a diverse/multicultural student body and/or workforce.

  • Certificate of Completion from a paralegal program approved by the American Bar Association OR Legal Assistant Certificate.

  • Working knowledge of State public records law.

The ideal candidate should possess the following knowledge, skills, and abilities.

Knowledge

Legal Knowledge

  • Comprehensive understanding of legal terminology, concepts, and procedures relevant to a public sector entity.

  • Demonstrated knowledge of legal rules and procedures in federal and state court systems, as well as administrative bodies, including, but not limited to, district court rules, local rules, Nevada Appellate Court rules, United States Court of appeals for the ninth Circuit.

  • Basic knowledge of legal terminology, methods and techniques of legal research, including use of LexisNexis and/or Westlaw.

  • Basic knowledge of legal office operations.

  • Basic principles and practices of legal record keeping, calendaring, litigation deadlines and filing court documents.

General Knowledge:

  • Familiarity with state and federal purchasing and budget procedures.

  • Working knowledge of the Nevada System of Higher Education, CSN or another public agency.

  • Working knowledge of office equipment and programs including legal research databases such as LEXIS/Westlaw.

  • Understanding of and sensitivity to the diverse academic, socioeconomic, cultural, ethnic, and disability backgrounds of community college students and employees.

  • Knowledge of general and legal office operations and public sector purchasing procedures.

  • Knowledge and demonstrated strong computer and legal research skills; ability to communicate clearly; good organization skills; strict adherence to diplomacy and confidentiality; ability to draft high quality correspondence and initial drafts of legal documents; strong analysis and reasoning skills.

  • Working knowledge of office equipment and programs including legal research databases such as LEXIS/Westlaw; deal diplomatically with students, faculty, administrators, staff and the public; strong time management skills and ability to prioritize workload.

Skills

  • Demonstrated strong computer and legal research skills.

  • Proficiency in court e-filing systems.

  • Demonstrated proficiency in use of a personal computer and current software applications including but not limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint, and Outlook) and Adobe Acrobat Software.

  • Shift priorities, strong organizational skills.

  • Strong analysis and reasoning skills.

  • Excellent oral and written communication skills.

Abilities

  • Show a high degree of creativity and initiative.

  • To be highly organized; work independently, be able to prioritize workload, meet deadlines and work under pressure.

  • Research and analyze data and information and develop, evaluate, and present alternative recommendations.

  • Make decisions and take actions independently for a variety of diverse situations within established guidelines.

  • Interpret, apply, and explain applicable laws, codes, regulations, policies, and procedures.

  • Communicate effectively, clearly and concisely, both orally and in writing.

  • Ability to maintain confidentiality of privilege and sensitive information obtained in the course of work, and handle employee and public personnel inquiries with sensitivity, tact, and diplomacy. 

  • Ability to draft high quality correspondence and initial drafts of legal documents.

  • Ability to deal diplomatically with students, faculty, administrators, staff and the public; strong time management skills and ability to prioritize workload.

  • Develop collaborative relationships within CSN, Chancellor's office, other NSHE institutions, court personnel and other agencies.

Salary information:

Administrative Faculty C - The starting salary is $61,875.

CSN offers a generous benefits package comprised of excellent health insurance including medical, dental, vision, pharmacy, basic life insurance, and supplemental options (long-term care, short-term disability, and legal).  Paid vacation, sick leave, and holidays. Comprehensive retirement plans, employee assistance programs, and tuition discounts at the Nevada System of Higher Education (NSHE) institutions. As well as tuition discounts for spouses, domestic partners, and dependents.  Perks encompassing on-campus employee discounts, professional and personal development opportunities; and statewide employee purchase programs.  Join a dynamic team investing in our future, Students First.

Exempt

Yes

Full-Time Equivalent 

100.0%

Required Attachment(s)

To be considered for this position, please upload the following documents to your application:

  • Resume/CV

  • Cover Letter

  • Contact information for three professional references (Name, email and phone number)

  • Unofficial Academic Transcripts (Applicants who have earned their degrees outside of the United States must have their educational transcripts evaluated by an approved evaluator if their college or university is not listed in the most recent edition of the Higher Education Directory, published by Higher Education Publications, Inc. If you have any questions regarding this, please reach out to the Human Resources, Talent Acquisition & Classification team)

Local Search

Out of Area/State Candidates will not be offered travel reimbursement.

NSHE - INTERNAL APPLICANTS PLEASE NOTE

CSN employees or employees within the Nevada System of Higher Education (NSHE) MUST use the "Find Jobs" process within Workday to find and apply for jobs at CSN and other NSHE Institutions. Once you log into Workday, type "Find Jobs" in the search box which will navigate to the internal job posting site. Locate this specific job posting by typing the requisition number in the search box. If you complete an application outside of the internal application process and apply as an external candidate, your application will no longer be considered at the time of minimum qualification review. In order to prevent the disqualification of your application, you will need to reapply as an internal candidate before 11:59 pm the day prior to the position close date.

For more details on this position, please visit our website: My Career at CSN.

CSN is an Equal Employment Opportunity/Affirmative Action institution. For more information, visit http://www.csn.edu/nondiscrimination.

Posting Close Date

Note to Applicant

Applicants should fully describe their qualifications and experience with specific reference to each of the minimum and preferred qualifications. The search committee will use this information during the initial review of application materials.  

All document(s) must be received by 11:59 p.m. the day prior to the closing date posted on the job announcement.

This position may require that a criminal background check be conducted on the candidate(s) selected for hire.  

As part of the hiring process, applicants for positions in the Nevada System of Higher Education may be required to demonstrate the ability to perform job-related tasks.  

Schedules are subject to change based on organizational needs.  

CSN is responsive to serving the educational needs of a diverse and ever-changing community. CSN employs only U.S. citizens and aliens authorized to work in the U.S. CSN does not sponsor aliens applying for faculty, professional staff, or management positions (H-1B Visas) in the absence of exceptional circumstances as defined by the USCIS.