Senior Legal Secretary

Overview

Rutgers, The State University of New Jersey, is a leading national research university and the State of New Jersey’s preeminent, comprehensive public institution of higher education. As one of the largest employers in the State of New Jersey, Rutgers University is committed not only to the students and the State that we serve, but also to the faculty and staff who work on our campuses.

For two consecutive years, Rutgers is ranked on Forbes’ list of America’s Best Large Employers. Rutgers holds #64 of 500 employers and is the #1 New Jersey employer on the publication’s 2023 list. Rutgers’ commitment to its employees includes maintaining and fostering a safe, diverse, and respectful workplace environment, creating employment opportunities for our nation’s military veterans, and ensuring accessibility and accommodation for individuals with disabilities.

Rutgers, The State University of New Jersey is seeking a Senior Legal Secretary for the Office of the Executive Vice President and General Counsel. Provides a wide variety of confidential administrative assistance to the Office of the Executive Vice President and General Counsel. Handles attorney-client privileged and confidential attorney work-product documents, information, and communications.

• Maintain attorney calendars, schedule appointments, arrange and coordinate logistics for events and meetings, and ensure follow up. Task specific responsibilities may include, but are not limited to: coordinating and scheduling in-person meetings, Zoom and MSTeams meetings, administrative hearings, arbitrations, mediations, witness meetings, deposition preparation meetings and depositions, and arranging for court reporters, as necessary;
• Perform routine and as-assigned tasks in electronic systems including document management, e-billing and matter management; travel and expense management; archiving and records management software and database program; create, maintain and organize files electronically and in paper form;
• Prepare and track litigation hold notices, indemnification letters, and assist with litigation-related notifications to Risk Management;
• Prepare and ensure timely delivery of settlement check requests and payments, and other office-related check requests by utilizing the Sci Quest/RUMarketplace system, and other systems as needed; liaise with university administrators to manage the logistics of contract approvals;
• Prepare in appropriate form, edit, and assist with filing briefs, position statements, other pleadings, and contracts being handled by in-house attorneys or by outside counsel, as needed;
• Prepare travel requests in compliance with office and university travel policies and guidelines, including but not limited to: submitting conference registration forms; booking flights; arranging ground transportation; reserving hotel accommodations; and estimating shuttle, taxi, mileage and toll charges; reconciling travel and related expenses and receipts and submitting in the online travel and expense database for reimbursement;
• Update and maintain electronic spreadsheets, and matter management database, in order to produce reports and charts showing active litigation, contracts, and docket of matters for departmental cross-functional practice groups.

Minimum Education and Experience

• Bachelor’s degree in a related field; or an equivalent combination of education and/or experience.
• At least two (2) years of relevant experience working in an administrative function.

Required Knowledge, Skills, and Abilities

• Proficiency with Microsoft Office software applications including word processing, spreadsheets, and email; online internet searching; ability and adaptability to learn new software applications and procedures.
• Ability to set priorities and work under pressure to meet deadlines.
• Must maintain a high degree of confidentiality and be able to effectively communicate with clients, attorneys and other professionals.
• Must be a self-starter who is detail-oriented, and has strong organizational skills and the ability to work independently with a high degree of accuracy.
• Strong verbal and interpersonal…