Executive Assistant/Paralegal

Youngstown State University • Youngstown, OH • 9h ago

Summary Of Position

Provides paralegal and office support to the attorneys in the office. Provides office support services by assisting and, when appropriate, relieving supervisor of routine and non-routine administrative duties. Manages operations of the office; designs, develops, and implements general office procedures and systems.

Position Information

Essential Functions and Responsibilities: Manages all correspondence and communication; establishes and maintains professional standards for correspondence and documents; apprises nature and/or priority of each item and coordinates responses. Makes independent decisions regarding schedule and distribution of calls and emails. Coordinates preparation of documents and agreements for review and signature. Composes correspondence for signature; researches information from inquiries; provides technical information to aid in decision-making.

Independently handles processes and programs on an on-going basis, such as public records program, audit responses, and interfaces with other public offices and administers the requirements of those offices, such as the Ohio Ethics Commission, the Joint Legislative Ethics Committee, the Ohio Attorney General's Office and the Legislative Service Commission. Handles records retention management for the General Counsel's Office.

Serves as liaison with campus and external constituents; transmits information, decisions, requests, and directives and prepares correspondence to the same, assuring quality and accuracy of information and materials; assists in planning and implementation of schedules, operations, agendas, itineraries, procedures, budgets, presentations, purchases, projects, and record keeping.

Schedules and maintains calendars, arranges appointments, meeting requests; organizes materials in preparation of meetings; prepares appropriate background materials and reports for presentation. Coordinates other staff calendars as necessary.

Monitors and manages multiple budget lines; maintains and manages procurement card purchases and tracking; authorizes expenditures and purchases; prepares, coordinates, and enters approved purchase requisitions and budget transfers, monitors and manages outside special counsel invoices via third party software. Makes travel arrangements, coordinates travel itinerary, room arrangements, and refreshments and processes expenses through the travel system.

Assists with the preparation of materials presented at meetings of the Board of Trustees.

Coordinates activities and assists staff; prepares reports, correspondence, forms, minutes, etc. of complex, highly confidential and/or sensitive information including documents related to collective bargaining, grievances, and arbitrations.

Assists other university departments with administrative and technical support, as necessary.

Plans, supervises, and monitors work of student assistants and other administrative position(s) in the Office of General Counsel; establishes timeframes for the completion of assigned tasks; trains and orients new employees in General Counsel Office; maintains personnel records; approves timesheets.

Other Functions and Responsibilities: Trains new hires.

Performs other duties as assigned and/or required that are within the level of responsibility for this classification at the discretion of the supervisor.

Equipment Operated: Computer and all other standard office equipment.

Work Schedule: Typically, Monday through Friday.

Supervision Exercised: Supervision is exercised over staff and student employees.

Reports to: Vice President

Qualifications an

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