Executive Administrative Specialist

The Chronicle Of Higher Education, Inc.; Richmond (VA); Hybrid; USD 80,000 - 90,000; Full time

Job summary

Virginia Commonwealth University's Office of University Counsel is seeking an Executive Administrative Specialist to support legal operations in Richmond.

The role handles subpoenas, FOIA responses, settlement review, data reporting, and coordination with state and federal offices.

Candidates should have extensive paralegal experience, strong writing and research skills, and the ability to manage multiple tasks with discretion.

Qualifications

• Bachelor’s degree or paralegal certification with associate’s degree or equivalent professional experience.
• Minimum of 8 years experience as a paralegal/legal assistant in a legal office (private or public).
• Extensive knowledge of computer and software to include Word,Adobe, Excel, Google workspace, eVA and Banner.
• Knowledge of court procedures.
• Excellent proofreading skills.
• Experience with Bluebook citation standards and citechecking.

Responsibilities

• Process subpoenas.
• Assist in responding to large and complex Freedom of Information Act requests.
• Coordinating review and signature of all formal settlement agreements.
• Preparing and editing legal pleadings and related correspondence.
• Assist in coordinating pretrial discovery, scheduling and processing.
• Maintain and analyze data to prepare administrative and legal reports.

Skills

Paralegal experience

Proofreading

Legal research

Communication

Organization

Education

Bachelor’s degree or paralegal certification

Tools

Microsoft Word

Adobe Acrobat

Google Workspace

Banner

eVA

Excel

Job description

Advertising Summary:

The Office of the University Counsel isseeking to hire an Executive Administrative Specialist.

Department:

Office of University Counsel

Department Summary:

The Office of the UniversityCounsel represents the Rector and Visitors of the VirginiaCommonwealth University in all legal and regulatory matters andprovides advice and counsel to the Board of Visitors, thePresident, executive officers, and other administrators, faculty,and staff in their official capacities.

Duties & Responsibilities:

The Executive Administrative Specialist assists the Office ofUniversity Counsel in its mission by serving as specialist andcoordinator for all matters received from the Virginia AttorneyGeneral’s Office, federal, state and local governmental officialsas well as various departments within the University and thecommunity.

General responsibilities include:

• Processing subpoenas.
• Assist in responding to large and complex Freedom ofInformation Act requests.
• Coordinating review and signature of all formal settlementagreements.
• Applying knowledge of State and University policies andprocedures to ensure compliance.
• Collecting, maintaining and analyzing data to prepare reports,including reports to the VCU Board of Visitors.
• Completing approval checklist for payment and performance bondsand prepare for attorney signing.
• Overseeing all administrative office functions independently inaccordance with the VCU Code of Conduct.
• Assisting attorneys by performing multiple paralegal functionsin cases filed on behalf of or against the university.
• Scrutinizing court filings and prepare case analysismemorandums for office attorneys.
• Examining case materials and filings and prepare memorandaanalyzing factual assertions and related evidence in preparationfor administrative hearings and other internal and externalinvestigations.
• Reviewing draft legal memoranda and correspondence to ensurequality in content and format.
• Editing, research and factual investigative support.
• Assisting with complex state and federal filings.

Core Responsibilities:

Risk Management

• Demonstrate commitment to risk assessment (considering cost,benefit and impact).
• Utilize identified internal control mechanisms.
• Practice routine verification of accuracy of data.

Litigation Support/Paralegal

• Prepare and edit legal pleadings and related correspondence andassist to ensure proper filing.
• Conduct file reviews and prepare timelines/fact sheets foremployment disputes and other cases.
• Provide first line review for position statements drafted byEquity and Access Services.
• Interact with University offices and governmentalagencies.
• Take lead on processing subpoenas received by office (entailscontacting appropriate departments for responsive documents,sending FERPA notifications if necessary, determining whichdocuments should be withheld and if redactions are necessary,prepare and send transmittal letter under attorney’s name, ensuredeadline is met).
• Assist in responding to requests under the Freedom ofInformation Act (entails reviewing responsive documents,determining which are non-responsive or can be withheld underprescribed exemptions, consult with attorney if question arises,prepare transmittal letter for attorney’s signature, ensuredeadline is met).
• Assist in coordinating pretrial discovery, scheduling andprocessing.
• Complete approval checklist for payment and performance bondsand prepare for attorney signing.
• Conduct court file reviews.
• Review case materials and filings and prepare memorandaanalyzing factual assertions and related evidence.
• Manage and/or assist with outside counsel appointments andinteractions with the Virginia Office of Attorney General and theappointed law firms.
• Provide paralegal support at hearings and trials.
• Monitor and report on case updates through court websites.
• Prepare case file for in-state residency appeals (obtain filesfrom various university departments, obtain transcript from courtreporter, assemble, chronicle timeline).
• Prepare Police Office Appointment Pleadings – ensure properfiling; prepare any litigation related or regulation-requiredreports internal and external.
• Inform Audit and Compliance Services office of new FirstAmendment claims.

Executive Administrative

• Collect, maintain and analyze data to prepare administrativeand legal case reports for the VCU Board of Visitors and theVirginia Office of Attorney General.
• Serve as specialist and coordinator for inquiries from federal,state and local governmental officials, the University and thecommunity.
• Utilize judgment to resolve issues and address requests.
• Determine, with minimal collaboration with management, the bestcourse of response to issues that may not be addressed byestablished policies and procedures.
• Plan for and contribute to office and University goals toincrease organizational and interpersonal excellence.
• Responsible for overseeing all administrative office functionsindependently in accordance with VCU Code of Ethics and theUniversity Code of Conduct – will be held accountable fordecisions.
• Evaluate office procedures in order to implement more efficientprocedures to increase timely delivery of services to clients, bothinternal and external.
• Maintain documentation with accountability in auditsituations.; serve as point of contact and coordinator for officespace issues (repairs, office lease issues, office moves,etc.).
• Maintain the office calendar and assist with meeting and Zoomscheduling as needed.
• Serve as Records Coordinator (receiving and indexing all closedfiles in accordance with Library of Virginia retention schedules,preparing RM-3 forms for annual destruction, and scheduling on-siterecords destruction with shred vendor).
• Assist with registration and reimbursements for professionaldevelopment conferences, webinars, and memberships.
• Assist with coordinating travel for annual conferences andother office trips.
• Manage office subscriptions (Cobb Technologies, LexisNexis,OCRA, PACER, etc.).
• Answering calls that come into main office number and directingcalls to attorneys as appropriate.

Fiscal

• Serve as the Fiscal Administrator (responsible for all aspectsof budget)
• Prepare and review Banner user forms as well as monitor Bannerquery reports.
• Track all fiscal activity and reconcile financial transactionsmonthly.
• Apply knowledge of fiscal matters to ensure compliance offinancial record retention and budget policy procedures.
• Responsible for monitoring the budget, planning for unexpectedexpenditures, and adjusting as necessary with accountability inaudit situations. Take action to correct discrepancies.
• Maintain records and documentation.
• Prepare fiscal reports as required by the VCU Office of Budgetand Resource Analysis.
• Serve as reviewer or primary purchaser for the office’s p-card.Follow requirements for making office purchases using p-card.

Administrative

• Have access to state court documents online through OCR.
• Evacuation Coordinator for 205 West Franklin Street (coordinatefire drill and serve as primary contact for emergency responders;responsible for sounding air horn in case of emergency inbuilding).
• Backup manager/approver in RealTime.
• Delegated on other email accounts.
• Monitor assigned matters that come in to the University Counselinvestigate email account. If needed, bring to attorney’sattention.
• Serve as the Building Manager (managing building access,maintaining the key safe, submitting online work orders fornon-landlord maintenance, acting as a liaison with the landlord,etc.).
• Serve as point of contact and coordinator for office spaceissues (repairs, office lease issues, office moves, etc.).
• Place orders for supplies and equipment, manage inventory, andcoordinate deliveries.

Minimum Qualifications

• Bachelor’s degree or paralegal certification with associate’sdegree or equivalent professional experience.
• Minimum of 8 years experience as a paralegal/legal assistant ina legal office (private or public).
• Extensive knowledge of computer and software to include Word,Adobe, Excel, Google workspace, eVA and Banner.
• Knowledge of court procedures.
• Capability to utilize good judgment to resolve issues andaddress requests.
• Capability to read and retain information.
• Exceptional organizational skills.
• Excellent proofreading skills.
• Experience with utilizing Bluebook citation standards and citechecking.
• Proficient in spelling and grammar.
• Excellent oral and written communication skills.
• Ability to anticipate and prepare for or avoid potentialissues.
• Ability to identify and correct errors.
• Capable of handling multiple complex tasks simultaneously withcareful attention to detail.
• Ability to interact with a variety of audiences.
• Able to work independently with little to no supervision.
• Demonstrated ability to work in and foster an environment ofrespect, professionalism and civility with a population of faculty,staff, and students from all backgrounds and experiences, or acommitment to do so as a staff member at VC

Salary Range:

Salary Range: $ 80,000 - $90,000

Benefits

All full-time university staff are eligible forVCU’s robust benefits package that includes comprehensive health benefits, paid annualand holiday leave, generous tuition benefits, retirement planningand savings options, tax-deferred annuity and cash match programs,employee discounts, well-being resources, abundant opportunitiesfor career development and advancement, and more.

FLSA Exemption Status:

Exempt

Hours per Week:

40

Restricted Position:

No

ORP Eligible:

No

Flexible Work Arrangement:

Hybrid

University Job Title:

92523 - Open