Legal Administrative Specialist, Office of General Counsel

Position Appointment Details:

• Career Band: 2D
• FLSA Status: Exempt/Salary
• Work Location: On-Site
• Work Year: Full year
• Work Schedule: Full time/40 hours per week
• Position Reports To: Vice President and General Counsel

• Manage the administrative and operational functions of the Office of General Counsel, including monitoring and prioritizing telephone calls and email communications, serving as a primary initial point of contact for legal matters and inquiries, and overseeing mail intake and distribution services;
• Coordinate and schedule meetings, conference calls, training sessions, and travel arrangements;
• Maintain complex calendars, track legal and regulatory deadlines, monitor litigation and contract milestones, and ensure timely follow-up on critical matters;
• Work closely with members of the Office of General Counsel and University partners to maintain structured, searchable, and comprehensive matter files, including contract, litigation, employment, regulatory, compliance, and investigative matters; manage electronic records and oversee the opening, maintenance, and closing of legal files;
• Effectively, tactfully, and discreetly communicate with internal clients, outside counsel, opposing counsel, governmental agencies, and third parties to gather, organize, and convey information while handling highly sensitive and confidential matters;
• Prepare, revise, proofread, format, and assemble documents, contracts, correspondence, reports, presentations, board materials, subpoenas or discovery responses, and other legal and administrative documents; track revisions and identify inconsistencies between drafts;
• Conduct legal and factual research using available resources and compile information, summaries, chronologies, and supporting documentation for attorney review;
• Assist attorneys with contract administration, including reviewing contract status, maintaining contract databases, triaging and policy compliance;
• Support with litigation, claims, investigations, records requests, compliance reviews, risk management matters, and other legal projects by collecting, organizing, and maintaining relevant information and documentation;
• Coordinate matter intake, attorney assignments, and legal project tracking to ensure efficient workflow management;
• Assist with legal compliance initiatives, policy development, legal training programs, website content updates, and communications originating from the Office of General Counsel;
• Prepare reports, correspondence, spreadsheets, budgets, metrics, and other materials related to the operation of the Office of General Counsel;
• Review, process, and reconcile outside counsel invoices, legal service agreements, and departmental expenditures; assist with management of the Office of General Counsel budget;
• Maintain exceptional client service with administrators, faculty, staff, students, outside counsel, and governmental entities and positive public relations;
• Oversee the development, documentation, implementation, and continuous improvement of Office of General Counsel operating procedures, records management standards, and administrative workflows; ensure consistency and compliance with institutional requirements; 
• Work with members of the Office of General Counsel to support the effective operation of the department, including departmental purchases, office equipment maintenance, records retention, and process improvement initiatives; and
• Perform other duties related to the effective administration and operation of the Office of General Counsel as assigned. 

• Standard office equipment
• University systems and platforms
• Specialized software

• Minimum of seven (7) years of progressively responsible experience as a legal administrative assistant, senior legal assistant, paralegal, or equivalent legal support professional.
• Demonstrated experience supporting attorneys in an in-house legal department, law firm, governmental agency, higher education institution, or similarly complex legal environment.

• Strong understanding of legal concepts, practices, procedures, legal terminology, contract administration, records management, and legal document preparation.
• Demonstrated professionalism, integrity, judgment, and sensitivity consistent with the requirements of a law office, including maintaining the confidentiality and privileged nature of matters handled by the Office of General Counsel.
• Demonstrated knowledge of law office operations, legal matter management, legal billing processes, and document management systems.
• Ability to conduct legal and factual research, organize complex information, and prepare concise summaries and reports for attorney review.
• Excellent organizational, project management, and time-management skills with the ability to manage multiple priorities, deadlines, and assignments simultaneously.
• Advanced proficiency in Google Workspace and Microsoft Office Suite (including Word, Excel, PowerPoint), Adobe Acrobat, and document collaboration tools.
• Excellent verbal, written, proofreading, and interpersonal communication skills.
• Demonstrated ability to exercise independent judgment, solve problems proactively, and work with minimal supervision.
• Demonstrated ability to work effectively and collegially with internal and external constituencies at all levels.
• Ability to maintain a high degree of accuracy, attention to detail, discretion, and professionalism in a fast-paced environment

Licenses/Certifications:

• Paralegal certificate from an ABA-approved or accredited paralegal program preferred.

• An equivalent combination of relevant education, specialized legal training, and progressively responsible experience performing substantive legal administrative or paralegal responsibilities, including legal research, contract administration, legal document preparation, litigation or compliance support, and legal matter management, may be considered in lieu of the certificate.

• Types of confidential Information:  
  • Employee
  • Student
  • Financial
  • Legal
  • Health and Medical
  • Payroll, Compensation, and Benefits
  • Institutional/Strategic

• Must be able to use hands for repetitive tasks
• Must be able to lift up to 10 pounds (Sedentary work)
• Must be able to carry up to 10 pounds (Sedentary work)

Sewanee offers both a competitive salary and a comprehensive benefits package designed to support employees’ health, financial well-being, professional growth, and work-life balance. Benefits include medical, dental, and vision insurance; life and disability coverage; a retirement plan with University contributions; paid vacation, sick leave, and holidays; tuition assistance programs; access to wellness resources and employee assistance services; and professional development opportunities.