Job Description Summary
The Legal Operations Manager ( LOM ) provides competent organizational and legal services support to the Office of General Counsel ( OGC ). This position operates with a high degree of professionalism and understanding of how to engage with internal and external attorneys, as well as with administrative colleagues at Chapman to support the General Counsel and legal team. The role requires exceptional organizational skills, attention to detail, prudent and independent judgment, and a commitment to maintaining confidentiality and discretion. The role is responsible for assisting in the organization of the delivery of legal services and compliance initiatives and serving as an administrative liaison, to help ensure the effective operation of OGC. An ability to handle a wide variety of administrative projects with minimal instruction is required. This position requires an ability to work in a fast-paced environment, to identify appropriate communication paths, and then to communicate effectively and appropriately with office attorneys, outside counsel, and administrators. The position reports to the University's General Counsel, but may also report to other office counsel on individual tasks and projects, as assigned by the General Counsel.
Responsibilities:
Represents the Office of General Counsel with exemplary professionalism and confidentiality, and warmth and respect for others Manages calendaring of significant meetings for General Counsel, in coordination with senior campus Executive Assistants Networks appropriately with EAs and other employees, in keeping with confidentiality requirements, to help facilitate meetings and project organization Carries out office management tasks, including processing expense reimbursements for payment, ordering supplies, and managing mail Helps to administer the OGC Protocol for campus access to legal services, as appropriate Processes engagement letters, organizes vendors for payment, reviews bills for compliance with billing guidelines, processes invoices for legal services, and tracks the associated budget Identifies and proposes process improvements to enable the efficient delivery of services by the Office of General Counsel Updates and maintains Office of General Counsel website Administering the Organization of Legal Matters and Facilitating Related Production of Documents Tracks and organizes the administration of matters and related documents. Processes the administration of litigation and other legal matters (e.g., creating files, assuring appropriate service of process, assisting in reporting of matters to insurers, drafting and distributing Hold Orders after attorney approval, and coordinating follow-up steps in line with attorney direction) Creates and manages internal litigation calendar and tracks court dockets Assists attorneys in reviewing subpoenas and discovery requests, coordinates follow up with counsel to address scope as needed, helps gather documents and reviews them to flag issues for attorney attention, and prepares drafts of custodian of records declarations Assists in managing Intellectual Property-related administration Tracks and organizes documentation concerning visa application support by Office of the Provost and coordinates Office of General Counsel's approval of associated legal services Creates first drafts of internal legal reports, in line with guidance and direction of General Counsel Accompanies General Counsel to certain meetings to take minutes/notes Assists Office of General Counsel in executing compliance initiatives by scheduling meetings, reviewing and summarizing relevant documents, making task plans, tracking execution of tasks, and/or conducting peer benchmarking Reviews and creates summaries of information, as assigned by General Counsel, to inform legal advice and discussions Tracks and summarizes key legal updates from outside counsel newsletters and other compliance sources for review by OGC Maintains contract templates Convert "best practice" templates from legal sources into first draft Chapman versions for attorney review.
Required Qualifications:
Bachelor's degree or equivalent combination of education and professional experience 5+ years previous experience supporting an executive leader in a fast-paced environment Minimum of 5+ years of experience working within a General Counsel's Office, law firm, or similar legal environment, with demonstrated experience providing support to a senior leader or executive within the legal field. Advanced user of Microsoft Office and Adobe products Strong organizational skills, attention to detail and accuracy, and ability to manage multiple projects simultaneously and quickly Excellent written, verbal, and interpersonal communication skills Ability to work effectively and independently under deadlines and adapt to changing priorities while maintaining high-quality standards Interest and ability to learn new tasks, skills, and areas, as needed Ability to proactively engage with OGC attorneys and campus administrators to facilitate completion of work Ability to identify issues and carry out solutions to assist General Counsel and delivery of legal services Impeccable professionalism, tact, and judgment Ability to consistently maintain a high degree of confidentiality in a variety of situations and matters
