Legal Operations Manager

Chapman University; Orange (CA); On-site; USD 120,000 - 135,000; Full time

Job summary

Chapman University in Orange, CA seeks a Legal Operations Manager to provide organizational and legal services support to the Office of General Counsel.

This role requires exceptional organizational skills, discretion, and the ability to work with internal and external attorneys, staff, and administrators. The individual will assist in coordinating meetings, managing calendars, and supporting compliance initiatives and document production under the General Counsel.

Qualifications

• Bachelor’s degree or equivalent required.
• 5+ years experience supporting an executive leader in a fast-paced setting.
• Minimum 5+ years in General Counsel or legal environment with senior leader support.

Responsibilities

• Represents the Office of General Counsel with professionalism and confidentiality.
• Manages calendaring of significant meetings for General Counsel.
• Coordinates with executives and staff to facilitate meetings and project organization.
• Handles office management tasks including reimbursements, supplies, and mail.
• Administers the OGC protocol for campus access to legal services, as appropriate.
• Processes engagement letters, reviews vendor invoices, and tracks budget.

Skills

Excellent communication skills

Strong organizational skills

Ability to manage multiple projects

Independent under deadlines

Education

Bachelor’s degree or equivalent

5+ years experience supporting an executive leader

5+ years experience in General Counsel or legal environment

Tools

Microsoft Office

Adobe products

Job description

Posting Details

Position Information

Position Title

Legal Operations Manager

Position Type

Regular

Job Number

SA91924

Full or Part Time

full-time 40 hours weekly

Fair Labor Standard Act Classification

Exempt

Anticipated Pay Range

$120,000- $135,000

Pay Range Information

Chapman University is required to provide a reasonable estimate ofthe compensation range for this position. This range takes intoaccount a variety of factors that are considered in makingcompensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and otherbusiness and organizational needs. Salary offers are determinedbased on the final candidate’s qualifications and experience, aswell as internal equity and other internal factors. The anticipatedpay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary

The Legal Operations Manager ( LOM ) provides competentorganizational and legal services support to the Office of GeneralCounsel ( OGC ).

This position operates with a high degree ofprofessionalism and understanding of how to engage with internaland external attorneys, as well as with administrative colleaguesat Chapman to support the General Counsel and legal team.

The role requires exceptional organizational skills, attention todetail, prudent and independent judgment, and a commitment tomaintaining confidentiality and discretion. The role is responsiblefor assisting in the organization of the delivery of legal servicesand compliance initiatives and serving as an administrativeliaison, to help ensure the effective operation of OGC .

An ability to handle a wide variety of administrative projects withminimal instruction is required. This position requires an abilityto work in a fast-paced environment, to identify appropriatecommunication paths, and then to communicate effectively andappropriately with office attorneys, outside counsel, andadministrators.

The position reports to the University’s General Counsel, but mayalso report to other office counsel on individual tasks andprojects, as assigned by the General Counsel.

Responsibilities

• Represents the Office of General Counsel with exemplaryprofessionalism and confidentiality, and warmth and respect forothers
• Manages calendaring of significant meetings for GeneralCounsel, in coordination with senior campus ExecutiveAssistants
• Networks appropriately with EAs and other employees, in keepingwith confidentiality requirements, to help facilitate meetings andproject organization
• Carries out office management tasks, including processingexpense reimbursements for payment, ordering supplies, and managingmail
• Helps to administer the OGC Protocol for campus access to legalservices, as appropriate
• Processes engagement letters, organizes vendors for payment,reviews bills for compliance with billing guidelines, processesinvoices for legal services, and tracks the associated budget
• Identifies and proposes process improvements to enable theefficient delivery of services by the Office of GeneralCounsel
• Updates and maintains Office of General Counsel website
• Administering the Organization of Legal Matters andFacilitating Related Production of Documents
• Tracks and organizes the administration of matters and relateddocuments.
• Processes the administration of litigation and other legalmatters (e.g., creating files, assuring appropriate service ofprocess, assisting in reporting of matters to insurers, draftingand distributing Hold Orders after attorney approval, andcoordinating follow-up steps in line with attorney direction)
• Creates and manages internal litigation calendar and trackscourt dockets
• Assists attorneys in reviewing subpoenas and discoveryrequests, coordinates follow up with counsel to address scope asneeded, helps gather documents and reviews them to flag issues forattorney attention, and prepares drafts of custodian of recordsdeclarations
• Assists in managing Intellectual Property-relatedadministration
• Tracks and organizes documentation concerning visa applicationsupport by Office of the Provost and coordinates Office of GeneralCounsel’s approval of associated legal services
• Creates first drafts of internal legal reports, in line withguidance and direction of General Counsel
• Accompanies General Counsel to certain meetings to takeminutes/notes
  • Assists Office of General Counsel in executing complianceinitiatives by scheduling meetings, reviewing and summarizingrelevant documents, making task plans, tracking execution of tasks,and/or conducting peer benchmarking
  • Reviews and creates summaries of information, as assigned byGeneral Counsel, to inform legal advice and discussions
  • Tracks and summarizes key legal updates from outside counselnewsletters and other compliance sources for review by OGC
  • Maintains contract templates
  • Convert “best practice” templates from legal sources into firstdraft Chapman versions for attorney review

Required Qualifications

• Bachelor’s degree or equivalent combination of education andprofessional experience
• 5+ years previous experience supporting an executive leader ina fast-paced environment
• Minimum of 5+ years of experience working within a GeneralCounsel’s Office, law firm, or similar legal environment, withdemonstrated experience providing support to a senior leader orexecutive within the legal field.
• Advanced user of Microsoft Office and Adobe products
• Strong organizational skills, attention to detail and accuracy,and ability to manage multiple projects simultaneously andquickly
• Excellent written, verbal, and interpersonal communicationskills
• Ability to work effectively and independently under deadlinesand adapt to changing priorities while maintaining high-qualitystandards
• Interest and ability to learn new tasks, skills, and areas,