Legal Administrative Specialist

Job Description: Reporting to the Contract Manager/Junior Staff Counsel ("Contract Manager") and in collaboration with other attorneys in the Office of the General Counsel ("Office"), the Legal Administrative Specialist provides administrative and operational support to the Office and the Board of Trustees. The role includes coordinating governance processes, supporting legal operations, maintaining records, and ensuring efficient day-to-day office workflow professionally and proactively.

This position requires exceptional organizational skills, meticulous attention to detail, discretion, and excellent communication skills to handle sensitive and complex matters.

Location: Glenside

The Legal Administrative Specialist, under the direct supervision of the Contract Manager, assists with a wide range of legal and administrative functions. While the position's primary responsibility is to support the Contract Manager, it also assists in multiple areas and may take direction from other attorneys and General Counsel, including:

• Assist with coordinating Board and committee meetings, receptions, and related events, preparing and distributing agendas, compiling and timely distributing meeting materials, scheduling rooms, and arranging A/V and catering.
• Attend Board and committee meetings, take minutes, and track attendance to support quorum and voting compliance.
• Serve as a supportive point of contact for trustee communications and requests, providing professional and timely responses.
• Support trustee onboarding, orientation, and training, and assist in planning Board orientations, retreats, and other related events.
• Assist in managing Board materials and records in the electronic Board portal, ensuring version control, secure access, and proper organization of sensitive documents.
• Coordinate training sessions for administrative staff supporting Board activities.
• Support trustee recruitment activities and candidate evaluation processes, including coordination of onboarding for new trustees.
• Assist in maintaining and continuously updating the Board resource library, corporate documents, and confidential records in the electronic portal.

Under the supervision of the General Counsel and primarily supporting the Contract Manager, the Legal Administrative Specialist assists with day-to-day office operations and legal administrative functions, including:

• Provide support for daily office operations, including managing calendars, coordinating meetings and projects, maintaining filing systems, distributing mail, ordering supplies, and ensuring smooth overall workflow.
• Support maintenance of the library of legal templates, forms, and standard contract provisions under attorney guidance, ensuring consistency, accessibility, and proper usage.
• Assist in ensuring the correct templates and forms are used for each legal agreement or matter in accordance with established protocols.
• Record and manage incoming contracts, assigning them to the appropriate attorneys, and monitoring their progress through the review process.
• Assist with the preparation, formatting, and finalization of legal documents, contracts, and correspondence.
• Support maintenance of the University's policy library and manage policy revisions and review deadlines on time.
• Provide administrative support to the Policy Advisory Committee, including scheduling meetings, preparing and distributing agendas and materials, coordinating logistics, and maintaining records of discussions and decisions.
• Exercise judgment to assist in prioritizing tasks, resolving scheduling or logistical conflicts, and supporting the timely completion of projects.
• Track office expenses and maintain accurate financial records in accordance with University policies.
• Recommend and support the implementation of improvements to administrative procedures and office systems to increase efficiency and consistency.
• Organize and maintain electronic and physical filing systems for legal and governance documents, ensuring accuracy, accessibility, and confidentiality.

• Coordinate and attend Board and committee meetings.
• Maintain confidential records and internal electronic document management systems for legal and governance documents.
• Provide administrative support for daily office operations.
• Exercise judgment in prioritizing tasks and resolving scheduling conflicts.
• Handle sensitive and confidential information in compliance with FERPA and other applicable regulations.
• Collaborate effectively with attorneys, trustees, administrative staff, and external stakeholders.
• Work on‑site at the University campus as required to perform essential job functions, including attending meetings, managing physical records, and coordinating events.

• Bachelor's Degree preferred or equivalent experience.
• Three (3) to five (5) years of progressive administrative support experience, ideally in a legal, higher education, or professional services environment.
• Strong…