LEGAL BILLING OPERATIONS ANALYST (Two positions available)

University of California Office of the President; Oakland (CA); On-site; USD 95,000 - 104,000; Full time

Job summary

University of California, Office of the President, located in Oakland, seeks a Financial Services Analyst 3 to manage the lifecycle of outside counsel eBilling and related vendor interactions. The role requires strong financial acumen, adherence to billing guidelines, and cross‑functional collaboration with UCOP, law firms, and internal finance teams.

The position emphasizes continuous improvement, data analytics, and training, with explicit experience in eBilling systems and reporting.

Qualifications

• Minimum 5 years of experience in finance and/or e-billing.
• Experience with billing practices and vendor management is valued.
• Experience communicating with diverse teams and improving processes.

Responsibilities

• 60% LEGAL BILLING: Manage lifecycle of outside counsel eBilling, coordinate with AP and BRC, serve as primary contact, ensure guidelines compliance, drive process improvements.
• 25% VENDOR MANAGEMENT: Analyze spend, rates, usage and trends; prepare summaries and proposals; respond to reporting requests.
• 10% CONTINUOUS IMPROVEMENT & TRAINING: Establish quality standards, suggest changes for compliance, train end users and mentor staff.
• 5% INTERNAL BACK-UP SUPPORT: Back-up for internal finance analysts.

Skills

Diversity collaboration

System learning ability

Independent working

Business analysis

Communication skills

Attention to detail

Continuous improvement mindset

Education

Bachelor's degree in related area

Tools

CounselLink

NetDocuments

SharePoint

SmartSheet

Slack

Job description

At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer Prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.

The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President

Position Base

Oakland

Location

UCOP - Franklin Building

Department Overview

UC Legal - Office of the General Counsel (OGC) provides legal services to the University, including representation, advice, research and training. We offer legal opinions to the Board of Regents, administration, faculty, staff and others acting on the University's behalf. We report jointly to the Board of Regents and to the president. For more information, visit https://www.ucop.edu/uc-legal/

Position Summary

Reporting to the Legal Operations Supervisor, the Legal Billing Operations Analyst will use skills as a seasoned, experienced professional with a full understanding of legal industry billing practices and UC policies and procedures to analyze issues of diverse scope and determine solutions. Serves as the primary liaison with law firms, UC clients, UC Legal personnel, and UC finance teams to administer the lifecycle of outside counsel invoice review, payment, recharges, reconciliation, troubleshooting and inquiries. Responsible for clear strategic direction, ownership of best practices, and use of data analytics to predict and manage cost, recommend efficiencies, and promote continuous improvement. Tasks include other financial services duties as assigned, including backup of UC Legal internal finance colleagues. By practicing UC Legal's established values, this position contributes to a workplace that is collaborative, supportive, respectful of differences and committed to fairness and diversity in all interactions, both within and outside the team. This position supports UC Legal's commitment to increasing and maintaining diversity in the legal profession.

Key Responsibilities

• 60% LEGAL BILLING * Manages lifecycle of outside counsel eBilling. * Coordinates recharge process with UCOP's Business Resource Center (BRC) and UC's Accounts Payable (AP) group. * Serves as primary contact for law firms, clients and members of the in-house team. * Applies financial services concepts and strong customer service skills to resolve issues. * Prepares business process procedures and policy recommendations. * Builds and maintains relationships as the first point of contact with internal stakeholders and third-party vendors. * Provides strategic direction for eBilling and related vendor management for the organization. * Ensure compliance with billing guidelines and standards. * Identifies, proposes and implements opportunities for improvement.
• 25% VENDOR MANAGEMENT * Supports UC Legal's Vendor Management Programs. Analyzes outside counsel spend, rates, usage and trends. * Conducts analysis and prepares summaries and proposals for a diverse range of topics. * Prioritizes and responds to standing and ad hoc report requests.
• 10% CONTINUOUS IMPROVEMENT & TRAINING * Recommends and implements quality customer service standards and procedures, support UC Legal systemwide. * Assesses and recommends changes, applying a continuous improvement mindset, to ensure compliance and adoption of best practices. * Trains end users ana provides guidance to less experienced team members.
• 5% INTERNAL BACK-UP SUPPORT * Serves a back-up for internal finance analysts.

Experience

Required Qualifications

• Min 5 years Minimum of 5 years of experience in finance and/or e-billing

Preferred Qualifications

• Min 2 years 2 years of experience in one or more of the following areas or related fields: customer service in a high-volume setting and/or general system administration

Skills and Abilities

Required Qualifications

• Demonstrated ability to work with others from diverse backgrounds.
• Ability to learn new systems, workflows, and business requirements.
• Self-motivated and works independently and as part of a team. Able to learn effectively and meet deadlines. Demonstrates problem-solving skills.
• General knowledge of business and process analysis functions.
• Demonstrated effective communication and interpersonal skills. Demonstrated ability to communicate technical information to technical and non-technical personnel at various levels in the organization. Interpersonal and communications skills to work with both technical and non-technical personnel at various levels in the organization.
• Excellent written and verbal communication skills. Attention to detail.
• A continuous improvement mindset.

Preferred Qualifications

• Demonstrable data analytics and reporting skills.
• General familiarity with information security best practices.
• General knowledge of SaaS system administration, including but not limited to: CounselLink, NetDocuments, SharePoint, SmartSheet, and Slack.
• General knowledge of billing practices and procedures. Experience with legal eBilling software and familiarity with LEDES format and use of standards.
• In-house legal or law firm experience and/or knowledge of legal operations.
• Experience developing training materials and leading training sessions.

Education

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training

Travel Requirements

5% Occasional campus visit or conference.

SPECIAL CONDITIONS

The person hired will be required to reside within California and report to work on-site at UC's Office of the President (UCOP) located in Oakland, CA on a regular basis. Current policy requires that a new employee work on-site at least two days a week on Tuesdays and Wednesdays ("anchor days").

SALARY AND BENEFITS

Job Title: Financial Services Analyst 3

Job Code: 004628

Salary Grade: Grade 21

Payscale: $95,000 - $103,794, commensurate with experience

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position.

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014.

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.

• Misconduct means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer.
• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy for Employees, Students and Third Parties
• APM - 035: Affirmsitive Action and Nondiscrimination in Employment

EEO STATEMENT

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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