Senior Legal Secretary - Office of University Labor Relations

Senior Legal Secretary – Office of University Labor Relations

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, Rutgers is committed to students, the state, faculty, and staff. For two consecutive years, Rutgers has been ranked on Forbes’ list of America’s Best Large Employers and holds #64 of 500 employers nationwide, with the #1 New Jersey ranking on the 2023 list.

Rutgers’ commitment includes fostering a safe, diverse, and respectful workplace, creating opportunities for veterans, and ensuring accessibility and accommodation for individuals with disabilities.

• Provides a wide variety of confidential administrative assistance to the Office of University Labor Relations, as assigned.
• Handles attorney‑client privileged and confidential attorney work‑product documents, information, and communications as well as a full range of complex and sensitive administrative functions for assigned OULR staff.
• Maintains calendars, schedules appointments and meetings, arranges and coordinates logistics for events and meetings, and ensures follow‑up.
• Coordinates in‑person meetings, Zoom and Microsoft Teams meetings, administrative hearings, grievance hearings, mediations, witness meetings, accurately keeping track of stewards, officers, spokespersons and union conference time provisions.
• Maintains and regularly updates numerous databases within OULR to ensure completeness and accuracy, completing all database coding timely and accurately.
• Maintains databases of employees, employee type and payroll systems.
• Prepares appropriate documents for signature and approval.
• Handles updating information and inputting into HCM system, dues deductions for unions and seniority dates.
• Runs and sends seniority reports to unions and departments.
• Provides appropriate authorization within ROCS, maintains and organizes OULR records, files and archives.
• Collects data necessary for preparing reports and presentations and uses Word, Excel, PowerPoint and other software to draft reports and presentations.
• Processes union dues deductions authorizations within contractual agreement parameters, responding promptly to changes and filing promptly and accurately.
• Completes and updates union personnel actions analysis reports.
• Maintains and creates grievance records and logs.
• Identifies contractual deadlines outlined in collective bargaining agreements.
• Prepares correspondence to grievants and grievance committee members.
• Tracks activities related to grievances and prepares status reports and spreadsheets for faculty grievances.
• Performs routine and assigned tasks in electronic systems including document management, matter management, travel and expense management, archiving and records management software, and database programs.
• Assists Deputy General Counsel and assigned staff with various tasks on a day‑to‑day basis, including tracking projects, coordinating meeting agendas, conducting research, managing ad‑hoc projects, and coordinating issues/cases/scheduling with Office of Executive Vice President and General Counsel (OGC).
• Coordinates meetings with OGC attorneys and requests for legal review by attorneys.
• Prepares travel requests in compliance with office and university travel policies, including conference registration, flight booking, ground transportation, hotel reservations, and expense reconciliation.
• Tracks inbound and outbound correspondence to ensure timely replies, gathers background materials, follows up with other offices, and assists in proofreading and finalizing correspondence for signature.
• Performs other duties as assigned.

• Minimum education:
  
  Bachelor’s degree in a related field or an equivalent combination of education and/or experience.
• Minimum experience:
  
  Two (2) years of relevant experience.
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and ability to learn new software.
• Ability to set priorities, work under pressure, meet deadlines, and maintain a high degree of confidentiality.
• A self‑starter…