Administrative Assistant - Legal

Shriners Children’s Hospital; Tampa (FL); Hybrid; USD 40,000 - 80,000; Full time

Job summary

An established industry player in pediatric care is seeking a detail-oriented Administrative Assistant to support its Legal Department. In this hybrid role, you'll manage vital legal documentation, assist in contract preparation, and ensure smooth communication across various stakeholders. Your ability to multitask and maintain confidentiality will be key in this dynamic environment. If you thrive in a collaborative setting and are passionate about making a difference in children's healthcare, this opportunity could be your next career step. Join a team that values integrity and excellence in patient care, and enjoy the flexibility of a hybrid work model.

Benefits

Medical Coverage

Dental Coverage

Vision Coverage

403(b) Retirement Plan

Tuition Reimbursement

Paid Time Off

Life Insurance

Flexible Spending Account

Short-term Disability

Long-term Disability

Qualifications

• 4 years of experience in legal administrative assistance in a high-volume practice.
• Experience in contracts and transactional legal work.

Responsibilities

• Support attorneys by preparing contracts and managing documentation.
• Maintain workflow and ensure timely communication with internal and external contacts.

Skills

Legal Administrative Assistance

Contract Management

Data Management

Professional Communication

Multitasking

Education

High School Diploma/GED

Tools

Ntracts

Practice Manager (PM)

DocuSign

SharePoint

Job description

Company Overview

Shriners Children’s is an organization that respects, supports, and values each other. We are engaged in providing excellence in patient care, embracing multi-disciplinary education, and research with global impact. We foster a learning environment that values evidenced based practice, experience, innovation, and critical thinking. Our compassion, integrity, accountability, and resilience define us as leaders in pediatric specialty care for our children and their families.

All employees are eligible for medical, dental and vision coverage on their first day! In addition, upon hire all employees are eligible for a 403(b) and Roth 403(b) Retirement Saving Plan with matching contributions of up to 6% after one year of service. Employees in a FT or PT status (40+ hours per pay period) will also be eligible for paid time off, life insurance, short term and long-term disability and the Flexible Spending Account (FSA) plans. Additional benefits available to full-time and part-time employees include tuition reimbursement, home & auto, hospitalization, critical illness, pet insurance and much more! Coverage is available to employees and their qualified dependents in accordance with the plans. Benefits may vary based on state law.

Job Overview

The Administrative Assistant - Legal performs all administrative and secretarial duties directly supporting Healthcare Attorney(s) and Paralegal(s) in the Legal Department. Assists in the day‑to‑day Hospital legal services, functioning in a highly dynamic environment. Often called upon to handle sensitive information with professionalism and integrity. Strong senses of accomplishment as collaborative efforts meet the needs of the department. Duties include, but are not limited to: transcription, including revisions, tracking and version control of complex contracts and documents. General secretarial skills, including copying, filing, faxing, processing overnight deliveries and mail. Key attributes include, but are not limited to: demonstrated willingness and ability to be flexible, function as a team player, multitask and prioritize assignments to meet time deadlines in a corporate legal department with a high volume workload. Ability to accurately and efficiently input and manage data within the Legal Department's electronic case management systems. Commitment and understanding of the unique confidentiality and privilege requirements of the Legal Department. Often serves as a contact to expedite information flow and management of workflow and associated documentation. Courteous and professional communication skills in dealing with all internal and external contacts with the Legal Department, including Board Members / corporate officers, Headquarters Staff, Hospital personnel, and outside counsel.

This is a local hybrid position. After a training period, this position is eligible for several days of remote work each week.

Responsibilities

• Open new matters in Practice Manager (PM). Once a new file is opened in PM, place new matter on SharePoint Healthcare Assignment Log (HAL).
• Work with attorneys to prepare contracts for signature using Ntracts contract lifecycle management software.
• Provide comparisons on contracts, prepare memos, update PM and SharePoint.
• Prepare DocuSign for signature of contract, prepare memo, update file on contract status in notes, and email to parties.
• Follow up every 2 weeks to affiliates on signature status to contract(s) still pending. Update PM file, and update HAL/SharePoint. Send agreements through DocuSign.
• Process professional dues/fees and expense reports for attorneys.
• Prepare Board Committee reports and maintain a spreadsheet to support the preparation of those reports.

This is not an all-inclusive list of this job’s responsibilities. The incumbent may be required to perform other related duties and participate in special projects as assigned.

Qualifications

Minimum:

• 4 years of legal administrative assistant experience in a high volume legal practice.
• 4 years of contracts and transactional legal work experience.
• High School Diploma/GED.