POSITION IDENTIFICATION
TITLE Paralegal
CLASSIFICATION NUMBER 3540
GRADE 17
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR General Counsel
GENERAL FUNCTION
The Paralegal independently administers a wide variety of processes, maintains confidentiality of privileged communication and records, exercises discretion in communication, assures clarity and confidentiality of communication of incoming and outgoing information, maintains the General Counsel’s recordkeeping systems, provides information needed by the General Counsel, and serves as a liaison between internal and external constituencies and the General Counsel. The Paralegal serves as office manager for the Division of Legal Affairs & Compliance, purchasing supplies and equipment, managing day-to-day expenses, maintaining attorney schedules, handling routine administrative functions, and assuring an overall smooth operation of the office. The Paralegal prepares correspondence, documents and pleadings for attorney review. The Paralegal assists in the drafting of leases, contracts for the sale of real estate, contracts, releases, settlement agreements, donor agreements, affiliation agreements, license agreements, and board resolutions with attorney guidance. The Paralegal maintains the General Counsel’s contract management and file system. The Paralegal assists in obtaining and renewing service marks, trademarks, copyrights, ISBNs, and TTB permits. The Paralegal updates and tracks changes to the Policy Library.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education/Experience: A Bachelor’s degree and at least four (4) years of paralegal/legal assistant experience, or an Associate’s degree in paralegal studies (or the equivalent) and at least five (5) years of paralegal/legal experience, or a high school diploma and at least ten (10) years of paralegal/legal assistant experience are required. An equivalent combination of years of experience and education may be considered for substitution of educational requirements.
Skills: Keyboarding proficiency is required. Computer application skills (word processing, spreadsheet, file management) are required. Effective written and verbal communications skills are required. Paralegal skills are required; knowledge and understanding of legal processes and procedures are required. Demonstrated ability to deal successfully and accurately with complex, time-sensitive secretarial/administrative functions is required. Multi-tasking abilities and the ability to meet deadlines while remaining focused and composed are required are required.
Effort: The position is primarily sedentary. The position requires frequent keyboarding.
Other: The scope of the position may require overtime and/or weekend work in order to prepare pleadings and legal documentation. Possession of a valid driver's license is preferred.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Performs paralegal functions by determining work priorities, generating, developing, and preparing documents and pleadings for attorney review, generating leases, contracts for the sale of real estate, contracts, releases, settlement agreements, donor agreements, affiliation agreements, license agreements, board resolutions, and trademark and copyright applications, either independently or with guidance, serving as a liaison between the General Counsel and the legal system, and maintaining compliance with recognized ethical and professional standards.2. Assists University departments in obtaining and renewing service marks, trademarks, and copyrights, assigning and using ISBNs, and meeting federal licensing requirements of the Alcohol Tax and Trade Bureau.
3. Tracks changes to and updates the Policy Library.
4. Facilitates the initiation of or response to legal actions by assisting attorneys in the gathering of information and assisting with investigations as needed or as directed by the General Counsel.
5. Safeguards the confidentiality of privileged information and legal documentation by exercising discretion in communicating information to faculty, students, staff, the legal community, and the various constituencies served by the University and by exercising discretion in handling legal and administrative records and files and similar confidential items.
6. Serves as a liaison between the General Counsel and other administrators by relaying information accurately and assuring information is communicated in a timely manner.
7. Receives and greets University employees, students, and visitors, directing them to the appropriate offices or persons and providing authoritative information or materials for routine inquiries.
8. Ensures that legal documents, pleadings, and are correct and prepared properly by proofreading and reviewing all outgoing legal documents and correspondence for correctness.
9. Assists in preparing and monitoring the budget for the Division of Legal Affairs & Compliance and prepares requisitions, payment requests, and purchase orders on behalf of the Division of Legal Affairs & Compliance.
10. Relieves the General Counsel of administrative details by performing office management functions and making administrative decisions on behalf of the General Counsel when necessary.
11. Manages a complex filing system of paper and electronic records by organizing the system, creating files and records as necessary using judgment and knowledge of legal and office requirements, maintaining the filing systems, purging files, determining other forms of storage or destroying files, and retrieving files and documents as needed.
12. Provides administrative support to the Office of General Counsel, and to other offices within the Division of Legal Affairs & Compliance (e.g., the Disability Resource Center, the Office for Institutional Compliance) as requested and directed by the General Counsel.
13. Remains competent and current through self-directed professional reading, developing professional contact with colleagues, attending professional development courses, and attending training and/or courses as required by the General Counsel.
14. Contributes to the overall success of the Division of Legal Affairs & Compliance by performing other essential duties and responsibilities as assigned.
SUPERVISION
The Paralegal has no supervisory duties.
OFFICE OF HUMAN RESOURCES
REVISED JANUARY 2025