Executive Administrative Specialist

Advertising Summary: The Office of the University Counsel is seeking to hire an Executive Administrative Specialist.

Department: Office of University Counsel

Department Summary: The Office of the University Counsel represents the Rector and Visitors of the Virginia Commonwealth University in all legal and regulatory matters and provides advice and counsel to the Board of Visitors, the President, executive officers, and other administrators, faculty, and staff in their official capacities.

Duties & Responsibilities:

The Executive Administrative Specialist assists the Office of University Counsel in its mission by serving as specialist and coordinator for all matters received from the Virginia Attorney General’s Office, federal, state and local governmental officials as well as various departments within the University and the community.

General responsibilities include:

• Processing subpoenas.
• Assist in responding to large and complex Freedom of Information Act requests.
• Coordinating review and signature of all formal settlement agreements.
• Applying knowledge of State and University policies and procedures to ensure compliance.
• Collecting, maintaining and analyzing data to prepare reports, including reports to the VCU Board of Visitors.
• Completing approval checklist for payment and performance bonds and prepare for attorney signing.
• Overseeing all administrative office functions independently in accordance with the VCU Code of Conduct.
• Assisting attorneys by performing multiple paralegal functions in cases filed on behalf of or against the university.
• Scrutinizing court filings and prepare case analysis memorandums for office attorneys.  
• Examining case materials and filings and prepare memoranda analyzing factual assertions and related evidence in preparation for administrative hearings and other internal and external investigations.  
• Reviewing draft legal memoranda and correspondence to ensure quality in content and format.  
• Editing, research and factual investigative support.  
• Assisting with complex state and federal filings.

Core Responsibilities:

Risk Management

• Demonstrate commitment to risk assessment (considering cost, benefit and impact).
• Utilize identified internal control mechanisms.
• Practice routine verification of accuracy of data.

Litigation Support/Paralegal

• Prepare and edit legal pleadings and related correspondence and assist to ensure proper filing. 
• Conduct file reviews and prepare timelines/fact sheets for employment disputes and other cases.  
• Provide first line review for position statements drafted by Equity and Access Services.  
• Interact with University offices and governmental agencies.  
• Take lead on processing subpoenas received by office (entails contacting appropriate departments for responsive documents, sending FERPA notifications if necessary, determining which documents should be withheld and if redactions are necessary, prepare and send transmittal letter under attorney’s name, ensure deadline is met).  
• Assist in responding to requests under the Freedom of Information Act (entails reviewing responsive documents, determining which are non-responsive or can be withheld under prescribed exemptions, consult with attorney if question arises, prepare transmittal letter for attorney’s signature, ensure deadline is met).  
• Assist in coordinating pretrial discovery, scheduling and processing.  
• Complete approval checklist for payment and performance bonds and prepare for attorney signing.  
• Conduct court file reviews.  
• Review case materials and filings and prepare memoranda analyzing factual assertions  and related evidence. 
• Manage and/or assist with outside counsel appointments and interactions with the Virginia Office of Attorney General and the appointed law firms. 
• Provide paralegal support at hearings and trials. 
• Monitor and report on case updates through court websites. 
• Prepare case file for in-state residency appeals (obtain files from various university departments, obtain transcript from court reporter, assemble, chronicle timeline). 
• Prepare Police Office Appointment Pleadings – ensure proper filing; prepare any litigation related or regulation-required reports internal and external. 
• Inform Audit and Compliance Services office of new First Amendment claims.

 Executive Administrative

• Collect, maintain and analyze data to prepare administrative and legal case reports for the VCU Board of Visitors and the Virginia Office of Attorney General. 
• Serve as specialist and coordinator for inquiries from federal, state and local governmental officials, the University and the community. 
• Utilize judgment to resolve issues and address requests. 
• Determine, with minimal collaboration with management, the best course of response to issues that may not be addressed by established policies and procedures. 
• Plan for and contribute to office and University goals to increase organizational and interpersonal excellence. 
• Responsible for overseeing all administrative office functions independently in accordance with VCU Code of Ethics and the University Code of Conduct – will be held accountable for decisions. 
• Evaluate office procedures in order to implement more efficient procedures to increase timely delivery of services to clients, both internal and external. 
• Maintain documentation with accountability in audit situations.; serve as point of contact and coordinator for office space issues (repairs, office lease issues, office moves, etc.). 
• Maintain the office calendar and assist with meeting and Zoom scheduling as needed. 
• Serve as Records Coordinator (receiving and indexing all closed files in accordance with Library of Virginia retention schedules, preparing RM-3 forms for annual destruction, and scheduling on-site records destruction with shred vendor). 
• Assist with registration and reimbursements for professional development conferences, webinars, and memberships. 
• Assist with coordinating travel for annual conferences and other office trips. 
• Manage office subscriptions (Cobb Technologies, LexisNexis, OCRA, PACER, etc.). 
• Answering calls that come into main office number and directing calls to attorneys as appropriate.

Fiscal

• Serve as the Fiscal Administrator (responsible for all aspects of budget)
• Prepare and review Banner user forms as well as monitor Banner query reports.
• Track all fiscal activity and reconcile financial transactions monthly.
• Apply knowledge of fiscal matters to ensure compliance of financial record retention and budget policy procedures.
• Responsible for monitoring the budget, planning for unexpected expenditures, and adjusting as necessary with accountability in audit situations. Take action to correct discrepancies.  
• Maintain records and documentation. 
• Prepare fiscal reports as required by the VCU Office of Budget and Resource Analysis. 
• Serve as reviewer or primary purchaser for the office’s p-card. Follow requirements for making office purchases using p-card.

Administrative

• Have access to state court documents online through OCR.
• Evacuation Coordinator for 205 West Franklin Street (coordinate fire drill and serve as primary contact for emergency responders; responsible for sounding air horn in case of emergency in building).
• Backup manager/approver in RealTime.
• Delegated on other email accounts.
• Monitor assigned matters that come in to the University Counsel investigate email account. If needed, bring to attorney’s attention.
• Serve as the Building Manager (managing building access, maintaining the key safe, submitting online work orders for non-landlord maintenance, acting as a liaison with the landlord, etc.).
• Serve as point of contact and coordinator for office space issues (repairs, office lease issues, office moves, etc.).
• Place orders for supplies and equipment, manage inventory, and coordinate deliveries.

Minimum Qualifications

• Bachelor’s degree or paralegal certification with associate’s degree or equivalent professional experience.
• Minimum of 8 years experience as a paralegal/legal assistant in a legal office (private or public).
• Extensive knowledge of computer and software to include Word, Adobe, Excel, Google workspace, eVA and Banner.
• Knowledge of court procedures.
• Capability to utilize good judgment to resolve issues and address requests.
• Capability to read and retain information.
• Exceptional organizational skills.
• Excellent proofreading skills.
• Experience with utilizing Bluebook citation standards and cite checking.
• Proficient in spelling and grammar.
• Excellent oral and written communication skills.
• Ability to anticipate and prepare for or avoid potential issues.
• Ability to identify and correct errors.
• Capable of handling multiple complex tasks simultaneously with careful attention to detail.
• Ability to interact with a variety of audiences.
• Able to work independently with little to no supervision.
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VC

Salary Range: $80,000 - $90,000

Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status: Exempt

Hours per Week: 40

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Hybrid

University Job Title: 92523 - Open