LEGAL OPERATIONS SUPERVISOR, PRACTICE SUPPORT

University of California Office of the President; San Francisco (CA); Hybrid; USD 120,000 - 126,000; Full time

Job summary

University of California Office of the President seeks a Legal Operations Supervisor 2 to lead Legal Support staff and coordinate with attorneys across UC Legal - OGC. The role requires overseeing document production, scheduling, travel, and retention processes while ensuring compliance with policies.

Strong leadership, communication, confidentiality and legal knowledge are essential. Hybrid work arrangement with on-site days in Oakland, CA is required.

Qualifications

• Min 8 years relevant education and/or work experience in a legal/administrative role.
• Advanced knowledge of legal terminology and UC policies preferred.
• Ability to recruit, onboard and coach staff with strong communication.

Responsibilities

• Provide supervision to Legal Support professionals and coordinate with attorneys.
• Design presentations, reports and documents for legal matters.
• Manage complex scheduling, travel and reimbursements for executives.
• Oversee document production, filings and retention for outside counsel.

Skills

Legal terminology

Communication skills

Multitasking

Planning & organizing

Attention to detail

Research & problem solving

Process serving knowledge

Filing & records

Computer applications

Discretion & confidentiality

Education

Associates degree and progressively responsible administrative support in related area and / or equivalent experience / training

Job description

Job Posting

For UCOP internal applicants, please login to the internal candidate gateway at: Jobs at UCOP

UC OFFICE OF THE PRESIDENT

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

The Legal Practice Support Operations Team within UC Legal - Office of the General Counsel (UCL) provides legal services to the university, including representation, advice, research and training. We also provide 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 the president.

Position Summary

Reporting to the Legal Operations Manager, the Legal Operations Supervisor, Practice Support, provides direct supervision to Legal Support Specialist professionals and/or skilled technical employees. Functions as advisor to unit and administration. Analyzes and resolves problems, interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to assure accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental goals and objectives. Deploys legal support specialist staff across OGC practice areas. Ensures adequate resources and training to provide for smooth operations. The Legal Operations Supervisor, Practice Support, coordinates with the Legal Operations Manager and one or more practice groups and their attorneys to identify and fulfill resource and legal support needs. Collaborates with other Legal Support Specialist Supervisors and the Legal Operations Manager to meet overall UC Legal practice support needs locally and for systemwide support. Regularly presents and contributes in team meetings. Seeks out and participates in annual legal specialization or leadership professional development opportunities. All members of UC Legal are expected to promote and maintain an equitable and inclusive work environment by practicing UC Legal's established Values for Principles of Community.

Key Responsibilities

• 50% Legal Practice Support
• Partners with and Supports UC Health and Data Protection Senior Managing Counsel and Principal Counsel as their primary legal administrative support. Serves as an expert resource to attorneys and paralegals in designing presentations, reports, and other informational content.
• Creates, prepares, and distributes accurate and complete legal documents, correspondence, and presentations.
• May draft legal documents such as pleadings, motions, responses, notices, affidavits, claims, complaints, and Judicial Council forms for review by attorneys and paralegals.
• Provides expert-level document production services in accordance with the requirements of assigned attorneys and paralegals.
• Manages complex scheduling and client communication for executives and attorneys especially at campus and other UC locations.
• Coordinates the and documents the retention process for outside counsel and/or vendors.
• Performs legal research of moderate complexity.
• Serves as expert resource to attorneys and paralegals regarding UC travel, purchasing and entertainment policy; Independently coordinates domestic travel arrangements for UC Legal - OGC attorneys and paralegals; processes reimbursements.
• Independently screens incoming mail, telephone calls and visitors and refers matters to appropriate parties.
• Reviews and tracks notices, claims, affidavits, complaints, and lawsuit pleadings and coordinates with appropriate individuals within Office of the President, the campuses, UC's third party administrator, and outside counsel.
• Under general supervision and/or guidance of attorneys, processes claims and complaints, responds to notices and pleadings.
• Determines whether UC Regents were properly served.
• 30% Team Supervision and Leadership
• Identifies, recommends, documents, and implements work process, automation and efficiency improvements.
• Monitors, manages, and reviews performance for direct reports.
• Consults with Legal Operations Manager and other LSS staff to assign work, and manage workflow, desk-balance, and proposed staffing changes.
• Escalates performance related and workflow process issues to Legal Operations Manager and strategizes response and improvement plans across practice team.
• Conducts the recruitment process for new hires.
• Coordinates onboarding, and mentors and trains new Legal Support staff.
• Assists with coordinating staffing changes across legal practice groups.
• Ensures proper communication and support to all parties regarding absences and daily coverage across one or more practice groups. Recommends ongoing backup matrix assignments and updates LSS and/or AA3 backup assistance systems.
• Responsible for ongoing coaching and mentoring of staff in consultation with Legal Operations Manager.
• Delivers regular presentations and participates as a high-level contributor during team meetings and events.
• Provides on-the-job training and development of staff in all aspects of legal secretarial and administrative support.
• Serves as a resource for complex administrative issues and administrative problem resolution.
• Works with attorneys on a continual basis to identify resource needs and deploy staffing accordingly.
• Ensures that adequate resources (in terms of equipment and training), are available for accomplishing the work and continually developing staff to meet the evolving needs of the organization.
• 10% Team and Manager Communication and Collaboration
• 10% Workflow Process Improvement for team and Technology Adoption

Experience

Required Qualifications

• Min 8 years relevant education and/or work experience, including extensive experience in one or more legal practice area.

Skills And Abilities

Required Qualifications

• Advanced knowledge of legal terminology.
• Outstanding communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.
• Ability to multi-task with demanding timeframes.
• Strong planning and organizational skills to deploy administrative support staffing effectively.
• Exceptional attention to detail.
• Advanced skills to research and problem solve administrative or legal issues to gather data from various sources and synthesize into reports or data for action by other legal department staff members.
• Thorough knowledge of process serving requirements.
• Advanced knowledge of filing and record tracking systems, both paper and electronic.
• Advanced knowledge of common computer applications.
• Ability to use discretion and maintain all confidentiality.

Preferred Qualifications

• Advanced knowledge of UC policies, processes, protocols and procedures.
• Demonstrated skills in leadership, initiative and decision making.
• Coaching and mentoring skills to assist staff.
• Detailed knowledge of all phases of California civil procedures, including Shepardizing, cite checking, venue, jurisdiction, pleadings, motions, discovery, appeals and the proper means and forms by which matters are submitted to the court system.

Education

Required Qualifications

• Associates degree and progressively responsible administrative support in related area and / or equivalent experience / training.

Travel Requirements

0%

SPECIAL CONDITIONS

This position has been approved for a hybrid work arrangement. The person hired must report to work on-site at UC’s Office of the President (UCOP) located in Oakland, CA, on Tuesdays and Wednesdays, subject to change. The person hired will be required to reside in the State of California.

Salary And Benefits

Job Title

Legal Operations Supervisor 2

Job Code

007381

Salary Grade

Grade 23

Payscale:

$120,000 - $126,000, commensurate with experience

Benefits:

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

APPLICATION REVIEW DATE

The first review date for this job is November 21, 2026.

CONDITIONS OF EMPLOYMENT

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

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

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: Affinity 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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