Business Intake and Conflicts Assistant

Cooley LLP; San Diego (CA); On-site; USD 37,884 - 46,149; Full time

Benefits offered by this job

Medical

Health savings account

Dental

Vision

Paid Time Off

Job summary

Cooley LLP is seeking a Business Intake and Conflicts Assistant to support the BIC team under the Director. Responsibilities include managing department emails, assisting attorneys, and cross-training to handle peak periods across intake, conflicts, and administrative tasks.

The role requires proficiency in Microsoft Office and iManage, with overtime availability and a desire to support firm operations. A Bachelor's degree is preferred and SharePoint/Excel skills are a plus.

Qualifications

• After orientation at Cooley LLP, proficiency in the Microsoft Office suite and iManage; willingness to work overtime.
• Preferred: Bachelor's degree; strong computer skills; SharePoint and Excel skills.

Responsibilities

• Manage and respond to department email boxes during scheduled shifts.
• Provide assistance to attorneys and business professionals through effective communication and understanding of BIC processes.
• Cross-train to perform needed functions during high volume times across the department.
• Create conflict searches and run conflict reports; remove extraneous information.
• Perform intake QC on forms and process for necessary approvals; track engagement and waiver letters.
• Carry out database clean-up projects (ethical wall, related party).
• Prepare and organize monthly and annual BIC reports for Firm Leadership.

Skills

Microsoft Office

iManage

Communication skills

Overtime availability

Office filing

Education

Bachelor's degree

Tools

SharePoint

Excel

Job description

Position summary

The Business Intake and Conflicts Assistant, working under the supervision of the Director of BIC and BIC Leadership, is responsible for specific duties that include, but are not limited to the following:

Conflicts & Intake Functions

• Manage and respond to department email boxes during scheduled shifts


• Provide assistance to attorneys and business professionals through effective communication and a thorough understanding of BIC processes and procedures


• Cross-train to perform needed functions during high volume times within all areas of the department, including:
  
  
  
  • Intake of lateral candidate forms
  
  
  • Intake and QC of new business forms
  
  
  • Create conflict searches
  
  
  • Run conflict reports and remove extraneous information
  
  
  • Perform intake QC on forms and process for necessary approvals
  
  
  • Track and file engagement and waiver letters
  
  
  • Carryout assigned database clean-up projects, including ethical wall and related party clean-up
  
  
  • Create Cooley Admin Matters for clients
  
  
  
  


• Create conflict searches

Administrative Functions

• Work cooperatively with managers and other business professionals to advance BIC projects and goals


• Assist with new BIC team member orientation


• Prepare and coordinate new hire orientation materials


• Manage and maintain BIC department calendars


• Manage and maintain BIC SharePoint page


• Maintain Director's calendar including coordination of meetings and events


• Schedule conference rooms and catering for various meetings


• Schedule and maintain agenda for regular meetings of BIC leadership and CSA's


• Print and organize monthly budget reports


• Develop and/or update various administrative forms and create and maintain files


• Make travel arrangements as required for BIC leadership


• Complete expense reports and track reimbursements for BIC leadership


• Organize BIC annual MPC audit responses


• Prepare and organize monthly and annual BIC reports for Firm Leadership


• All other duties as assigned or required

Skills and experience

• Required : After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications. Available to work overtime, as required.


• Preferred : Bachelor's degree. Strong computer skills. Sharepoint and Excel skills. Prior experience as an office/file clerk in a law firm or office environment.

Competencies

• Strong communication (verbal and written) and interpersonal skills


• Good judgment, strong analytical and critical thinking skills


• Strong organizational skills with attention to detail


• Ability to work independently with minimal supervision


• Comfortable in a fast-paced, challenging environment


• Able to prioritize and juggle multiple tasks


• Capable of and comfortable with communicating professionally with attorneys, directors, managers and other business professionals


• Ability to take on time sensitive matters while recognizing legal ethical rules


• Excellent customer service skills

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices. EOE.

The expected hourly pay range for this position with a work schedule of 40 hours per week is $27.50 - $33.50 ($57,200.00 - $69,680.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.

• medical


• health savings account (with applicable medical plan)


• dental


• vision


• health and/or dependent care flexible spending accounts


• pre-tax commuter benefits


• life insurance


• AD&D


• long-term care coverage


• backup care for children and/or adults


• other parental support benefits


• firm-paid life insurance


• AD&D


• LTD


• short term medical benefits


• 20 days of Paid Time Off ("PTO")


• 10 paid holidays each year


• generous parental leave and fertility benefits

New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.