Inside Higher Ed · 2 weeks ago
Legal Assistant II
Gainesville, FL
Full-time
Onsite
Mid Level
3+ years expInside Higher Ed is a prominent organization in the field of higher education, and they are seeking a Legal Assistant II to manage confidential documents and provide administrative support. The role involves maintaining administrative files, scheduling, and facilitating various operational functions to ensure the smooth running of the program.
Digital MediaEducationHigher EducationJournalismRecruiting
Responsibilities
TRANSCRIPTION AND/OR CREATION OF CONFIDENTIAL DOCUMENTS & MATERIALS: From dictation, original source documents, written drafts, and general instructions, prepare a variety of materials related to claim investigation, litigation defense, peer review, risk management/loss prevention, and other administrative functions, including correspondence, reports, meeting materials and minutes, and legal documents for administrative staff. All final drafts are free of error and created with attention to established deadlines
MAINTENANCE OF ADMINISTRATIVE FILES: Create, organize, and maintain a wide array of administrative files, including (but not limited to) claim files, litigation files, records of external correspondence and reports, and risk management/loss prevention files. Responsible for timely filing materials, as set forth in the current filing guidelines, and maintaining the accuracy and accessibility of files
CALENDAR & SCHEDULE MAINTENANCE: Maintain calendars, schedule appointments, arrange special meetings and conferences, arrange for space as required, and advise the supervisor and administrative staff of any potential or actual scheduling conflicts
OTHER ADMINISTRATIVE AND OPERATIONAL FUNCTIONS: Facilitate the functioning and operation of the program by performing reception duties, answering and screening incoming telephone calls, providing general information to inquiries, promptly delivering accurate telephone messages, screening and distributing incoming mail and faxes, processing outgoing mail and faxes, coordinating hand-deliveries and pick-ups, coordinating medical record requests, collating medical records, making photocopies, shredding confidential documents, and other duties as required. Share these duties with other University Support Personnel System (USPS) and Other Personnel Services (OPS) staff members
DATABASE DATA ENTRY: Accurately enter data into multiple specialized databases. Includes data received via forms, transcripts, hand-written notes, verbal instruction, computer-generated reports, and other forms of communication
ADMINISTRATIVE & OPERATIONAL FILE & FORM TRACKING: Aid in processing and tracking a variety of internal forms and documents. Assist with maintaining data integrity within the specialized databases by checking forms and documents for accuracy. Comply with established policies and procedures to facilitate the continual effectiveness and efficiency of operations
Qualification
Required
Bachelor's degree and three years of relevant experience; or a high school diploma or equivalent and seven years of relevant experience
Exceptional verbal and written communication skills
Skill in managing multiple deadlines
Skill in exercising discretion in the resolution of complex issues
Ability to type
Ability to understand and follow written and oral directions
Ability to assume responsibility for multiple time-sensitive projects
Ability to assess needs and prioritize
Ability to function at a highly professional level
Ability to maintain integrity of highly confidential information
Detail oriented
Accurate
Flexible
Self-motivated
Current commission or eligibility for commission as a Notary Public in the State of Florida
Preferred
Considerable experience providing secretarial, clerical, and administrative support
Computer knowledge
Company
Inside Higher Ed
Inside Higher Ed is the online source for news, opinion, and jobs related to higher education.
51-200 employees
Funding
Current Stage
Growth StageTotal Funding
unknown2022-01-10Acquired
2006-08-31Series Unknown
Leadership Team
Stephanie Shweiki
Director, Foundation Partnerships
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