Executive Legal Assistant, Office of General Counsel

Stockton University is ranked among the top public universities in the Northeast with more than 160 undergraduate and graduate programs, as well as continuing education opportunities. The University, one hour from Philadelphia and two hours from New York City, offers unique living and learning environments throughout southern New Jersey, including the 1,600-acre Galloway campus in the Pinelands National Reserve and Stockton University Atlantic City, located in the University District, just steps from the beach and the iconic Atlantic City Boardwalk. Additional locations include Hammonton, Manahawkin and Woodbine. As a public university, Stockton provides an environment for excellence to a diverse student body, including those from underrepresented populations, through an interdisciplinary approach to liberal arts, sciences, and professional education. Founded in 1969, Stockton held its first classes in 1971. The University's commitment to cultural diversity and its welcoming and vibrant community makes Stockton a great place to learn and work! Learn more about the many reasons to choose Stockton at www.Stockton.edu.

Faculty and Staff are committed to support Stockton University's commitment to diversity and strong student-centered vision and mission.

Successful candidates will be required to show proof of their COVID-19 vaccine status prior to their start date. Religious or Medical waivers may be requested at the time of employment offer.

This is an in-person on campus, non-remote position. For the 2022-2023 academic year, the University has implemented a pilot program allowing employees to work either a compressed 4-day work week with extended workdays or may work from home one day a week. Participation is subject to Divisional Executive approval depending on operational need.

Executive Legal Assistant, Office of General Counsel
Galloway - Main Campus, New Jersey, United States
Office of General Counsel
Management
Opened on: May 20 2023

Location: Galloway - Main Campus

Department: General Counsel

Salary Information: Salary commensurate with experience and is accompanied by an extremely competitive University benefits package

Work Hours: 8:30 a.m. - 4:30 p.m.

Brief Job Overview/Summary

The Executive Legal Assistant to the Office of General Counsel ("Office") is responsible for:

• Providing legal administrative support to General Counsel and Deputy General Counsel
• Managing the Office's business operations (including, budgeting and expenses) and general office administration
• Managing the contract review process
• Interfacing with and serving as the Office of General Counsel liaison to University constituents and external business partners
• Supervising and manage the Office systems and staff
• Providing administrative support to the Chief Officer for Diversity and Inclusion and Ethics Liaison Officer

Descriptions of Essential Duties/Responsibilities:

Under the direction of General Counsel and Deputy General Counsel (collectively "Counsel"), the Executive Legal Assistant is charged with the following responsibilities:

• Provide high-level administrative assistance to Counsel, including manage schedules;
  prioritize Office obligations and activities; prepare and compile materials for meetings,
  projects and presentations; maintain files; handle travel arrangements; manage litigation files, and Board of Trustee and other confidential correspondence; process confidential matters for the Office; and prepare, review and revise correspondence, legal memos, consultant and construction agreements
• Manage Counsel's business operations and active projects; manage the Office budget and expenses; coordinate, complete, and submit Position Action Requests (PACT) and electronic approvals; process office expenses for approval and payment; draft responses to subpoenas, information requests, and other legal processes; perform file management; prepare litigation holds; and coordinate OPRA and subpoena documentation
• Manage the contract review process, train and advise internal clients on contract procedures; and provide ongoing assistance with contract processing and review issues; Participate on ad hoc committees and represent the Office of General Counsel at University meetings; interact on behalf of Counsel with numerous University offices, Trustees, Cabinet, managers, faculty, staff, and external counsel
• Supervision of office systems and workflows, management and coordination of the staff (administrative assistant(s) (and TES employees and work study students, when in use), assure appropriate office coverage, workload distribution and optimal individual performance
• Provide administrative support to the Chief Officer for Diversity and Inclusion and Ethics Liaison Officer, such as scheduling meetings, handling travel arrangements, answering telephone calls and managing DEI's business operations (including, budgeting and expenses)

Required Qualifications

• 5+ years of administrative/managerial experience in a similar role as an executive legal assistant
• Strong interpersonal and communication skills and excellent organization skills, ability to work under tight deadlines, ability to self-monitor workload to meet pertinent deadlines, ability to handle several projects simultaneously, and be comfortable in a fast-paced, detail oriented environment
• Excellent judgment and discretion in handling confidential or highly sensitive legal documents, communications, or other classified information involving the Office of General Counsel
• Meticulous attention to detail in proofreading, document processing, and communication, as well as exceptional business etiquette, common sense, discretion, tact, and professionalism are required
• Established proficiency with legal terminology, legal proceedings, and electronic filing and document management systems
• Demonstrated supervisory experience
• Demonstrated strong technology, budgetary and analytical skills

Preferred Qualifications:

• Associate degree in Legal Studies or Bachelor's degree in a relevant field of study
• Experience in an institution of higher education or a similarly complex organization
• Licensed Public Notary in the State of New Jersey
• Completion of the paralegal certificate program approved by the American Bar Association

Screening Information:
Screening of applications begins immediately and will continue until the position is filled.

How to Apply:
To apply please visit https://employment.stockton.edu or click the "Apply" button.

SAME APPLICANTS: If you are applying under the NJ "SAME" program, your supporting documents (Schedule A or B), must be submitted along with your resume by the closing date indicated above. For more information on the SAME Program visit their Website at: https://nj.gov/csc/same/overview/index.shtml , email: SAME@csc.nj.gov , or call CSC at (833) 691-0404.

Only electronic documents will be accepted. Please complete the online application and include three professional references in addition to the following required documents. All required documents (Microsoft Word of PDF) must be submitted in order for your application to move forward.

• A letter of interest describing qualifications and accomplishments
• Current resume or curriculum vitae
• Unofficial Graduate transcripts

#SU

Please note:

• Stockton University is an equal opportunity institution encouraging a diverse pool of applicants. Pursuant to Title IX of the Education Amendment of 1972, Stockton University prohibits discrimination on the basis of sex (including, but not limited to the prohibition of sexual misconduct and relationship violence, sexual assault and harassment) in all of its educational programs and activities. Please visit http://www.stockton.edu/affirmative_action for information on Stockton's Equal Opportunity and Institutional Compliance processes. The University provides reasonable accommodations as appropriate. An applicant may request a reasonable accommodation for any part of the application and hiring process by contacting Bart Musitano, Manager for University Pensions and Benefits within the Office of Human Resources (Main Campus, J-115) at 609-652-4384, Monday-Friday between 8:00am - 5:00pm.
• All offers of employment are contingent upon a favorable background check, which may include social intelligence from a consumer reporting agency.
• In accordance with the New Jersey First Act P.L. 2011 c.70, effective September 1, 2011, new public employees (faculty exempt) are required to obtain New Jersey residency within one (1) year of employment. Applicants must meet the requirements listed.
• Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crimes Statistics Act (Clery Act), prospective employees may access Stockton's Annual Security and Fire Safety Report (ASFSR) at https://www.stockton.edu/police/crime-statistics.html. The ASFSR contains the previous three years of reported Clery Act crime statistics, fire safety information and information regarding campus and personal safety. Paper copies of the report are available at the Stockton University Police Department, building 71, 101 Vera King Farris Drive, Galloway Township, NJ, or call 609-652-4390, to request that a copy be sent via postal mail.

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