Campus Description: Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory, a multidisciplinary research laboratory supporting world class scientific programs utilizing state-of-the-art facilities. Stony Brook University Medical Center is Suffolk County's only academic medical center and tertiary care provider. Many opportunities exist for collaborative research, and in some cases, joint appointments with BNL or with Medical School departments.
Descriptive Title: Legal Administrative AssistantREF#: WC-S-7687-12-12-S
Budget Title: Paralegal State Professional Position
Department: Office of General CounselState Line#: 27173
Grade: M/CCampus: West Campus
Salary: Commensurate with experience
THIS POSTING IS NOT CURRENT !!!
Required Qualifications: Bachelor's degree. In lieu of the degree, a combination of directly related experience that may include legal experience or administrative experience working with senior management and/or education totalling four years will be considered. Minimum two years of full time administrative experience in robust law office, legal setting and/or administrative experience working with senior management. Advanced skills in word processing (Microsoft Word) of complex document and Excel spreadsheets. Proven ability to work independently, multi-task, and contribute significantly as a team player in a highly confidential environment. Demonstrated excellent communication skills, both verbal and written; good judgment and discretion; excellent organizational and highly developed interpersonal skills. Experience with internet-based research.
Preferred Qualifications: Hands on experience with university and/or academic medical center concepts, practices and procedures and/or litigation experience. Proficiency with Microsoft PowerPoint software. Additional paralegal certification from an American Bar Association approved program and/or certification as a certified administrative professional.

Brief Description of Duties: The position combines administrative and paralegal tasks that require a considerable degree of independent judgement and discretion. The selected candidate will perform a variety of administrative support and legal support duties for multiple attorneys. Independently coordinates highly complex and confidential matters at the request of attorneys.
  • Follow the Office of General Counsel's office procedures for intake of confidential legal matters, refer inquiries to appropriate University departments as necessary. Simultaneously handle numerous matters in a fast paced office with assignments from multiple attorneys. Triage problems on a daily basis to determine level of severity and to whom it should be referred. Interface with academic and administrative departments as well as off campus constituencies in response to inquiries and assignments.
  • Type, prepare, and proofread correspondence, memos, reports, briefs, contracts and complex transactional documents. Manage arbitration calendar, witness notification and scheduling, monitor deadlines and take appropriate action. Provide telephone support including coordination of multi-party conference calls, maintain electronic calendars and a complex filing system. Utilize numerous computer and Internet skills including, word processing, mail merge, data entry, spreadsheets, databases, electronic presentations, and internet software engines.
  • Responsible for managing Internship program. Effort includes, receipt and review of resumes, identify candidates, schedules and conducts interviews, and provides Senior Counsel in charge with short list of candidates. Once identified, must complete HRS intern hire packages.
  • Draft and input information into a computer legal case management system. Read pleadings, discern deadlines (return dates), assume responsibility for document production, litigation hold tracking, track subpoena, and return dates and other applicable deadlines. Handles, organizes and maintains confidential files.
  • Conduct legal research under guidance of attorneys using electronic databases such as Westlaw and Lexis, as well as bound book editions of McKinney's New York Statutes, New York Code of Rules and Regulations (NYCRR), McKinney's Federal Civil Procedure Rules and Regulations and various Horn Books. Responsible for updating Law Library. Assists with updating legal reference materials includes both online and paperback materials.
  • Track expenditures to office budget and work with online procurement software to expedite purchase orders, confirm timely vendor payments and/or resolve vendor payment discrepancies. Approve expenditures within a set limit as authorized. Interact directly with executive administration for the University.
  • Responsible for all travel arrangements for the attorneys. Effort includes follow-up to insure vendors are paid timely.
  • Other duties as assigned.

Special Notes: This is a Management Confidential position. This is a full time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Internal and external search to occur simultaneously. Evening, night and/or weekend work may be required. Travel may be required to Albany, NY in order to attend training and/or conferences.

The selected candidate must successfully clear a background investigation.

Application Procedure: Those interested in this position should submit a State employment application, cover letter and resume to:

Search Coordinator

Legal Administrative Assistant (7687) Search
Office of General Counsel
328 Administration Building

Stony Brook University
Stony Brook, NY 11790-1212
Fax#: (631) 632-3270



Applications for this position must be received, as specified in the Application Procedure Section, no later than 5:00 PM Eastern Time on 01/21/2013, unless specifically noted otherwise in the Special Notes Section.

STONY BROOK UNIVERSITY IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER. WE ENCOURAGE PROTECTED VETERANS, INDIVIDUALS WITH DISABILITIES, WOMEN AND MINORITIES TO APPLY.
IF YOU NEED A DISABILITY-RELATED ACCOMMODATION, PLEASE CALL THE UNIVERSITY HUMAN RESOURCE SERVICES DEPARTMENT AT (631) 632-6161 OR THE UNIVERSITY HOSPITAL HUMAN RESOURCES DEPARTMENT AT (631) 444-4700.
IN ACCORDANCE WITH THE TITLE II CRIME AWARENESS AND SECURITY ACT, A COPY OF OUR CRIME STATISTICS IS AVAILABLE UPON REQUEST BY CALLING (631) 632-6350. IT CAN ALSO BE VIEWED ON-LINE AT THE UNIVERSITY POLICE WEBSITE AT http://www.stonybrook.edu/police

Job Category: B) Administrative and Professional Positions (excluding teaching and patient/clinical care).
Posting Date: 12/23/2012
Additional Categories: