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American Arbitration Association · 3 weeks ago

Case Administrator (Legal Services/Administrative Support)

Chicago, IL

Full-time

Onsite

Mid Level

$48K/yr - $51K/yr

3+ years exp

The American Arbitration Association is the leading provider of arbitration and mediation dispute resolution services. The Case Administrator will provide administrative support on arbitration and mediation cases, ensuring compliance with rules and procedures while maintaining confidentiality and effective communication with all parties involved.

Association

Comp. & Benefits

Responsibilities

Assists in administering arbitration and mediation cases; communicates regularly with parties, party representatives, and arbitrators and mediators by telephone, email, video conferencing, and letter; performs scheduling and other administrative tasks

Understands and applies respective rules and procedures for administering arbitration and mediation cases, including fee and billing policies; interprets and determines their appropriate application to assigned cases

Maintains and updates case files, records, and documents in the online case management system (PRISM)

Ensures confidentiality of case information and case records; adheres to the AAA's information security and data privacy policies, procedures, and practices

Assists in coordinating, initiating, and administering conference calls and video conferences

Applies correct case fee schedules; accurately calculates and allocates billings/cancellations based on fee schedules and contractual agreements; explains fee calculations and billing processes to customers

Prepares and sends electronic and written communications to parties, party attorneys, and arbitrators and mediators

Proactively identifies case management issues and informs management; takes appropriate action to resolve them as appropriate

Responds to inquiries from clients, client representatives, and panelists in a timely and courteous manner; assists managers with informing and educating clients and client representatives on ADR processes

Provides feedback to management regarding interaction with arbitrators and mediators

Demonstrates regular, reliable, and predictable job attendance

Attends on-site and in-person meetings and training sessions

Qualification

Legal document interpretationMicrosoft ExcelData managementWritten communicationVerbal communicationMicrosoft OutlookMicrosoft WordCase management systemsProfessionalismProblem-solving

Required

Associate's degree in business or related discipline; three years of relevant work experience (e.g. customer service, case administration, legal environment); or an equivalent combination of education and work experience

Proficiency in reading and interpreting various documents, including legal files, business correspondence, and procedure manuals

Demonstrates strong written communication skills for reports and correspondence

Communicates effectively verbally, both in person and via telephone, with diverse stakeholders such as customers, attorneys, arbitrators, mediators, and colleagues

Intermediate proficiency with Microsoft Outlook, Word and web-based case management systems

Intermediate proficiency in Microsoft Excel, including functions such as pivot tables, formulas, and data analysis tools to maintain, interpret and present complex data effectively

Experienced in data management, with the ability to organize and maintain large datasets, ensuring accuracy and efficiency in reporting and decision-making processes

Ability to maintain composure and professionalism when dealing with challenging situations or difficult individuals