Legal Administrative Assistant

University of Colorado; Boulder (CO); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Hybrid work schedule

Job summary

University of Colorado System Administration is seeking an energetic Legal Administrative Assistant to support the Office of University Counsel in Boulder. The role provides administrative and legal support, handles intake, scheduling, travel arrangements, and document preparation in a collaborative campus environment.

The position offers a hybrid schedule, with in-office days required, opportunities to coordinate with attorneys, paralegals, and campus partners, and a focus on accurate records,

Qualifications

• Experience supporting a legal office or university department.
• Ability to manage multiple priorities and deadlines.
• Professional and confidential handling of information.

Responsibilities

• Provides administrative and legal support to OUC Boulder.
• Manages intake: phones, correspondence, and routing of work.
• Schedules meetings and deadlines; coordinates calendars and conflicts.
• Arranges travel using Concur and university resources.
• Prepares and distributes materials; notes meetings when requested.
• Plans campus and System-wide OUC meetings including catering and parking.
• Maintains general office files and records; supports matter management systems.
• Drafts correspondence and legal documents; proofreads letters and memos.
• Reviews and redacts sensitive information as directed; assists with reports.
• Provides leave and backup coverage as needed.

Skills

Administrative coordination

Communication skills

Calendar management

Travel coordination

Document drafting

FERPA/PII awareness

Customer service

Tools

Concur

Team Connect

Windows file server

Microsoft Office

Job description

Join Our Team and Make a Difference in Higher Education!

At the System Administration office at the University of Colorado, we are dedicated to building a workplace where everyone feels valued, supported, and empowered to thrive. Our office is committed to fostering a culture where employees find community, a sense of belonging, and the opportunity to contribute meaningfully to our mission and purpose.

By joining our team, you'll have a direct impact on shaping the future of higher education. In addition to the Office of the Board of Regents, the University of Colorado's system administration includes 19 units that provide essential services to CU's campuses in Aurora, Boulder, Colorado Springs, and Denver, as well as the Office of the President. While not a part of any one campus, we are proud to serve in the centralized office for the University system. Together, we ensure CU continues to deliver outstanding education, groundbreaking research, and valuable service to our communities.

We believe in creating an environment where the unique experiences and perspectives of everyone are embraced, enriching the work we do and the strategic outcomes we pursue. If you're passionate about making a difference, contributing to a dynamic team, and supporting a mission that matters, we encourage you to apply and be part of our journey. Learn more about CU System Administration.

Position Summary:

University Counsel has a dual report to the Board of Regents and the President of the University and includes several legal functions that provide an array of services to the University of Colorado system. The Office of the University Counsel (OUC) provides legal advice to the Board of Regents, the president, system administration and the campuses.

This position exists to provide administrative and legal support services to the OUC Boulder. The Legal Administrative Assistant reports to the Managing Associate University Counsel Boulder Campus and is exempt from the State of Colorado Classified Staff system.

Where You Will Work:

Applicants must be Colorado residents or able to relocate to Colorado within a month of starting employment with University of Colorado System Administration.

This role is eligible for a hybrid schedule, working at least two days a week (including Tuesdays) in the office on the CU Boulder campus.

Please note, leadership may adjust in-office work requirements with a minimum of three months' notice before any change can be implemented.

Equal Opportunity Statement:

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

Duties and Responsibilities:

Duties and responsibilities of the position include, but are not limited to:

The Legal Administrative Assistant’s primary activities and functions support OUC Boulder and include the following administrative and legal support functions:

Intake of New Work:

• Phones: answers incoming calls and checks the voicemail for the OUC Boulder Office main phone line
• General Correspondence: receives, scans, and distributes all incoming and outgoing communications including general e-mail, postal mail, FedEx, fax, etc.
• Office General E-mail Inbox: responsible for checking the office Inbox frequently and routing new work and questions to the person who can assist, working in consultation with the Managing Associate University Counsel on attorney assignments
• Reads and analyzes submissions, letters, agendas, memos, and other materials; determines significance of materials; routes materials to appropriate personnel in a timely and efficient manner
• Gathers information from campus partner offices to assist attorneys and paralegals with their work
• Greets in-person meeting attendees

Meeting, Training, and Scheduling Support:

• Schedules and calendars meetings and deadlines and resolves associated conflicts
• Arranges training for OUC Boulder attorneys and staff and training provided by OUC Boulder to internal and external constituencies; files for associated CLE credits
• Ensures meeting rooms have adequate equipment such as conference phones, screens, and other technology
• Makes travel arrangements for OUC Boulder attorneys, staff, and guests (such as an invited speaker) using Concur and other university resources
• Assists in the preparation and distribution of any associated materials
• When requested, takes notes, records meeting discussions and prepares written work product
• Plans campus and System-wide OUC meetings hosted on the Boulder campus, including reserving meeting spaces, arranging catering, and reserving parking

Office Supplies and Equipment:

• Maintains inventory and office supplies; anticipates office needs; evaluates new products; placing and, as necessary, expediting office supply orders through Marketplace
• Serves as the information technology (IT) liaison and coordinates maintenance and repairs, as needed
• Ensures operation of office equipment; troubleshoots malfunctioning office equipment; orders maintenance, coordinates service calls, or replaces equipment as necessary
• Serves as building proctor and reports maintenance issues

Financial Duties:

• Prepares mileage and expense reports through Concur
• Processes bills and invoices for approval and payment

Maintains Office Files:

• Maintains general office files, legal materials, and correspondence; creates and copies files/records as necessary; and updates files/records through purging as directed
• Opens, closes, and maintains matters on a windows file server and a matter management software system (Team Connect)
• Maintains the office law library including legal publications and updating reference materials
• Maintains contract log which includes logging contracts in and out, assigning contracts to attorneys, and providing signature routing advice to constituents
• Maintains and assists with various legal reports as assigned

Writing, Editing and Document Support:

• Creates and maintains office templates
• Drafts correspondence, outside counsel legal services agreements, extension requests, entries of appearance, and other minor pleadings upon request
• Proofreads and edits letters, memos, pleadings, briefs, and other documents
• Coordinates and notarizes documents for the university’s legal and other business

Additional Legal Support:

• Reviews, issues and monitors legal hold notices as directed
• Collects information and documentation from university constituents, including calendar information to docket hearings
• Organizes documents and data collected as directed by case team members
• Files entries of appearance, requests for extensions of time, and other pleadings and correspondence with government agencies as assigned
• Reviews and redacts protected information from records, as assigned, including FERPA and PII

Other Duties:

• Provides leave and backup coverage for two legal