Jr. Case Coordinator

Unisys; Los Angeles (CA); On-site; USD 52,000 - 78,000; Full time

Job summary

Unisys in Los Angeles is seeking an Arbitration Coordinator to appoint arbitrators, schedule pre-hearing conferences and hearings, and generate memos and correspondence for arbitration cases. You will manage arbitrator lists, coordinate notices to parties, input case notes into the processing system, arrange hearing rooms, and handle related clerical tasks to support on-site hearings.

This role demands strong organizational skills, attention to detail, and the ability to work with counsel and

Responsibilities

• Schedule conference calls and hearing rooms.
• Generates, mails and publishes memos to the ODR Portal.
• Receives lists of arbitrators from parties and manages database entries.
• Documents reasons for arbitrator changes and handles replacements on lists.
• Coordinates and notifies parties/arbitrators of conference calls and hearings.
• Prepares and processes arbitrator travel requests and related expenses.
• Inputs case notes and hearing dates into the case processing system.
• Follows up on IPHC Orders and closes conference calls and hearings.

Job description

This position appoints arbitrators to arbitration cases, schedules/reschedules pre-hearing conferences and hearings, and performs a wide variety of tasks such as generating memos and correspondence, electronic filing, and setting up hearing rooms.

• Discuss administrative procedures with counsel and arbitrators.
• Schedule conference calls and meeting rooms.
• Generates, mails and/or publishes memos to the ODR Portal, as instructed.
• Receives lists of arbitrators from parties, enters rankings in database, consolidates and/or extends lists as necessary.
• Properly documents reasons for arbitrator changes to case lists such as withdrawals and/or requests for removal.
• Contacts arbitrators to serve on cases. Appoints and/or replaces arbitrators to cases, following established procedures.
• As assigned, determines proper composition of arbitration panel, generates list of arbitrators, reviews arbitrator information for conflicts, and eliminates arbitrators from lists, as needed and without assistance.
• As assigned, replaces arbitrators on lists due to arbitrator unavailability and processes new or additional lists due to changes to panel composition.
• Coordinates, schedules, and notifies parties and arbitrators in writing of the date and time of conference calls and hearings.
• Coordinates and schedules telephonic conferences with service provider.
• Attends prehearing conferences and hearings, as assigned.
• Processes party agreements to opt-out of IPHC. Processes requests, responses, and decisions to postpone hearings and reschedules hearings, as necessary, and assesses applicable postponement fees.
• Maintains electronic and physical files in accordance with established procedures. Files and/or scans correspondence promptly and prepares and ships files to storage and retrieves closed cases for storage.
• Inputs written case notes and hearing dates into case processing system.
• Reserves hearing locations for off-site hearings. Cancels hotel conference rooms when necessary. Reserves, prepares and recovers hearing rooms for on-site hearings and arranges for box storage.
• Follows up and tracks hearing exhibits, transcripts, and recordings.
• Completes form to approve arbitrator travel through ADTRAV.
• Fulfills recording requests and downloads digital recordings. Independently answers general questions from parties and arbitrators. Answers complex questions with without assistance.
• Processes incoming emails and faxes from central inbox and case management system, as needed, and assists Case Specialists with reviewing and substantively processing incoming mail and motions, as needed.
• Independently reviews and processes incoming Arbitrator Oaths and contacts Arbitrators to obtain missing Oaths.
• Follows up on and processes IPHC Orders.
• Closes conference calls, pays arbitrators, and allocates applicable fees.
• Processes pre-hearing briefs, witness and exhibit lists.
• Reviews and/or processes arbitrator expense reports for submission to Finance, as needed.
• Reviews vendor/hotel invoices for submission to Finance Department, as needed.
• Cross-trained on and performs Case Specialist job functions, as assigned. Cross-trained on Reception Case Coordinator and Senior Reception Case Coordinator job functions and provides coverage for on-site hearings, as assigned.
• Trains and provides guidance to staff as needed on issues of all levels of complexity.
• Serves as a role model and subject matter expert for staff in the department.
• Works closely with Associate Regional Manager to assist with delegating duties and assignments to staff.