LEGAL OPERATIONS ADMINISTRATOR
We are assisting our client to find a Legal Operations Administrator who oversees and enhances the operational efficiency and technological effectiveness of the Legal Department, ensuring the secure handling of confidential and privileged information. Reporting to the Legal Business Administrator, this role involves managing legal systems, developing streamlined workflows, and supporting data-driven strategic decisions. The Administrator collaborates closely with internal teams, attorneys, external vendors, and leadership to implement best practices, ensure compliance, and optimize departmental processes.
Job Duties
• Administers and maintains the department’s confidential and privileged legal case management systems (e.g., Law Base), including creating and modifying records, managing critical deadlines, and customizing workflows.
• Oversees and manages e-filing and docketing processes, exercising judgment to ensure strict compliance with court deadlines and internal requirements.
• Develops, implements, and continuously refines standard operating procedures for legal case and data management systems, ensuring the security of confidential and privileged information.
• Leads enhancements to confidential and privileged legal systems and tools, including dashboards, forms, and reporting structures to meet evolving business and compliance needs.
• Ensures the integrity, confidentiality, and privileged status of all system data and alignment with legal compliance requirements.
• Acts as the primary technical support for the Legal team, resolving IT-related issues promptly and securely, coordinating with IT and Cybersecurity teams as necessary.
• Serves as point of contact for onboarding of new legal team members with equipment setup, system credentials, and VPN configuration via ServiceNow and Maximo.
• Works with outside vendors (e.g., On-Call billing, subscription management) to modernize manual tracking.
• Assess internal workflows across Legal units (Workers’ Compensation, PARP/Privacy, Subrogation), recommending and implementing tech-forward solutions to streamline operations securely.
• Prepares confidential, recurring, and ad hoc reports providing leadership with insights into case metrics, matter statuses, legal spend, and privileged data management.
• Collaborates with Procurement and Finance for accurate tracking and reporting of confidential, legal matters, contracts, and budget metrics.
• Coordinates with external vendors and internal stakeholders on confidential legal tech rollouts, migrations, user training, and privileged document management projects (e.g., NetDocuments).
• Maintains comprehensive training documentation, standard operating procedure manuals, and support guides ensuring user proficiency.
• Manages confidential, privileged, personally identifiable information, and HIPAA-protected data, ensuring compliance with internal policies, regulatory requirements, industry best practices, and data privacy laws.
Other Duties
• Supports special departmental projects aimed at improving overall legal operations.
• Fosters strong cross-functional collaboration within the legal team and across other departments.
• Promotes and adhere to safety standards and organizational compliance initiatives.
• Works with the General Counsel, Deputy General Counsel, and Legal Business Administrator on related projects on an as-needed basis.
• Maintains and promotes awareness and accountability with safety policies and procedures while performing job functions. Promotes a positive safety culture and encourages reporting of safety concerns consistent with our Agency Safety Plan, other regulatory requirements within the Safety Management System and just culture principles.
Knowledge
• Comprehensive understanding of legal operations, technology systems, and docketing
• procedures.
• Familiarity with the operations and procedural guidelines of federal, state, and local courts (DC, MD, VA).
• Working knowledge of data privacy, confidentiality, and HIPAA compliance regulations.
• Proficient understanding of procurement and vendor management processes.
• Demonstrated expertise in legal technology management, operational process improvement, and vendor coordination.
Skills
• Advanced organizational skills with the ability to prioritize and manage multiple projects
• simultaneously.
• Strong analytical and reporting skills to support strategic decision-making.
• Excellent communication skills to effectively engage with internal stakeholders and external vendors.
• Proficiency in using and training others on legal technologies, case management systems, and Microsoft Office Suite.
Abilities
• Ability to exercise high-level discretion and confidentiality in handling sensitive information.
• Skilled at systems thinking with a proactive approach to problem-solving.
• Capable of independently managing complex operations and effectively collaborating across teams.
• Strong attention to detail with excellent follow-through capabilities.
Machine, Tools, Equipment, Software, Hardware Required
• Proficiency in the use of Word, Excel, and a variety of court-related electronic filing systems.
Minimum Experience
• A minimum of three (3) years of experience in legal operations, paralegal, or legal administrative roles, including a minimum of two (2) years of docketing experience.
• Prior experience supporting senior-level executives, attorneys, or leadership teams.
• Experience handling confidential and sensitive information with strict adherence to compliance standards.
Preferred Qualifications
• Bachelor’s degree strongly preferred.
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