Location:
Remote Position
Pay Range:
$16.00 - $30.21
Position Summary:
Provides administrative and operational support to the Legal Department, with primary responsibility for legal request intake, case management, assignment coordination, and workflow tracking. Serves as the central intake coordinator and liaison between the Legal Department and internal business partners, ensuring legal requests are properly submitted, documented, triaged, routed, prioritized, and tracked through completion. Proactively monitors open matters, deadlines, outstanding information, and follow-up obligations; communicates with requestors and Legal team members to keep matters moving; and escalates aging, urgent, or otherwise appropriate matters to attorneys or paralegals. Supports attorneys and paralegals with administrative tasks to reduce non-substantive workload and maximize departmental efficiency. Also drafts correspondence, prepares redlines, maintains reports and tracking tools, coordinates legal invoices, and performs other administrative or operational projects as directed.
Primary Key Performance Areas:
KPA 1 – Administrative
Supports Corporate and Legal Department goals
- Prepares correspondence and redlines, as requested.
- Coordinates case/matter intake, ensuring requests are documented, routed, and prioritized appropriately.
- Assists with assignment and tracking of legal matters and projects, maintaining up-to-date logs in department systems.
- Tracks expenses and legal invoices; prepares and maintains summary spreadsheets and reports.
- Tracks status of closings, fictitious names, and entity formations; updates or creates related spreadsheets.
- Ensures closing binders and key documents are properly saved to the client/matter management system.
- Represents the Legal Department by communicating with internal partners, obtaining information, following up on delegated assignments, and recognizing when to escalate matters to attorneys or paralegals.
- Monitors email correspondence and calendars to assist with workload prioritization and scheduling needs.
- Takes initiative and performs other administrative tasks or special projects as needed.
KPA 2 – Legal Request Intake & Case Management
Owns and supports the Legal Request Workflow Process
- Serves as the primary coordinator for Legal Department request intake, including monitoring incoming requests and ensuring each request is appropriately documented within the Legal Department's matter management system.
- Reviews incoming requests for completeness, obtains missing information or documentation from requestors, and facilitates appropriate triage, prioritization, and assignment.
- Maintains visibility into the Legal Department's active workload by monitoring matter status, deadlines, aging requests, outstanding dependencies, and next steps.
- Proactively follows up with Legal team members and business requestors to facilitate timely progress and completion of matters.
- Identifies urgent, stalled, incomplete, or improperly submitted requests and escalates them appropriately.
- Serves as a case manager for Legal matters, helping ensure requests progress from intake through completion rather than merely recording or assigning them.
- Provides Legal leadership with workload, aging, status, and other workflow reporting as requested.
- Reinforces established Legal Department intake processes and assists internal business partners in appropriately utilizing Legal's request and matter management systems.
- Identifies recurring workflow bottlenecks and recommends process, technology, or communication improvements to increase departmental efficiency.
- Assists with maintaining and improving Legal Department matter-management and contract-management systems and related workflows.
KPA 3 – Communications & Reporting
Serves as liaison between Legal Department and business partners
- Reviews incoming legal or business requests; obtains necessary background information and ensures appropriate routing.
- Facilitates communication between Legal Department personnel and internal stakeholders to clarify requests, timelines, and deliverables.
- Prepares summaries, status updates, or reports for Legal leadership as requested.
- Interacts with co-workers, physicians, and external contacts in a professional, responsive, and solution-oriented manner.
- Exercises good judgment, professionalism, and discretion in managing communications and confidential information.
KPA 4 – Special Projects & Department Support
- Performs special projects as directed by General and Associate Counsel, including, but not limited to, tracking ongoing litigation, hold notices, and insurance submission claims.
- Assists with Legal Department software or process improvement or process improvement initiatives, including coordination with IT an vendors for upgrades and training.
- Enhances department reputation by taking ownership of new assignments, identifying opportunities to add value, and demonstrating flexibility in support of department goals.
Position Qualifications:
Education
High School Diploma required
- Associate or Bachelor's Degree preferred
Minimum Relevant Experience
- Minimum 3 - 5 years' experience in office environment (legal environment preferred); health care, or corporate environment
- Experience managing matter intake, workflow, or project tracking systems preferred
- Strong organizational and time management skills; able to manage multiple assignments with competing deadlines.
#LI-REMOTE
