Office Manager-University Counsel (Hybrid)

Experience Champaign Urbana; Urbana (IL); On-site; USD 42,000 - 52,000; Full time

Job summary

Experience Champaign Urbana is seeking a detail-oriented legal receptionist/administrative assistant to support a team of attorneys. The role handles front-line calls, manages mail and filings, schedules meetings, prepares documents, and coordinates travel and conferencing needs.

You will maintain calendars, assist with case data entry in the database, and serve as liaison between attorneys, staff, and external parties.

Qualifications

• Strong organizational skills and meticulous data handling.
• Excellent written and verbal communication.
• Ability to maintain confidentiality and exercise discretion.

Responsibilities

• Answers central phone line and routes calls; monitors shared email and responds or routes as needed.
• Manages office supplies, mail processing, and conference room calendars; supports travel arrangements and expense reporting.
• Maintains attorneys' calendars and prepares documents; coordinates meetings and video conference setups.
• Supports document drafting, transcription, and proofreading for attorneys; maintains files and records.
• Performs case data updates in the case management system and assists with daily office operations.
• Provides guidance to student workers and supports special projects as assigned.

Skills

Attention to detail

Calendar management

Phone etiquette

Communication

Tools

Microsoft Office Suite

Email management tools

Job description

Duties Responsibilities

• Acts as a legal receptionist. Answers central phone line and routes calls appropriately. Monitors departmental shared email account and routes/responds to messages accordingly. Uses discretion and independent judgment to answer questions on behalf of assigned attorneys and/or refers individuals to the appropriate person.
• Maintains inventory of office and copier supplies; processes purchases of general office supplies through iBuy; maintains conference room calendars; and coordinates the department car/parking spaces program. Reviews, distributes, and processes incoming mail and assists with the preparation and coordination of outgoing correspondence and mailings. Maintains departmental records and filing systems and tracks copier usage and related reporting. Provides backup support for coordinating and setting up meetings that require video conferencing or network needs. Provides administrative support to multiple attorneys and select operations staff. Summarizes and compiles substantive information on legal matters. Acts as attorneys’ liaison with external units and internal staff. Schedules meetings for attorneys, and accurately prepares correspondence and reports. Organizes and maintains attorney files.
• Maintains attorneys’ calendars. Establishes, revises, and handles inquiries on behalf of attorneys in relation to their calendars. In a timely fashion, reminds attorneys of upcoming events and pulls pertinent information to allow adequate and necessary preparation time. Prepares documents and files copies as needed.
• Assists with travel and lodging arrangements for attorneys attending conferences, professional development programs, and off-site meetings. Utilizes corporate credit cards in accordance with all applicable training requirements, policies, and procedures. Processes travel-related invoices and manages attorney expense reimbursements through the Emburse expense management system, ensuring accuracy, timeliness, and compliance with organizational policies and procedures.
• Arranges hearings for matters. Secures space, schedules court reporters, and coordinates signatures on contracts for appropriate payment of invoices relative to hearing. Retrieves attorneys' files for hearings.
• Updates legal case data using a case management database containing highly sensitive information. Generates and manages documents. Reviews open matters for consideration to be closed.
• Drafts confidential or sensitive correspondence. Transcribes correspondence and legal documents from electronic emails and handwritten rough drafts into final form. Reviews and edits documents prepared by attorneys for appropriate spelling, punctuation, syntax and format; modifies as necessary.
• Conducts research and reports findings as directed by attorney. Provides administrative support for special projects and departmental operations. Assists with daily office functions, including routing and distributing documents; preparing correspondence, forms, reports, and spreadsheets; maintaining file libraries and departmental records; updating informational databases and distribution lists; processing deposits through the Bursar’s Office and maintaining related records.
• Supports and provides guidance to student employees in the performance of daily operational duties. Performs related duties as assigned.