Legal Operations Coordinator

Capital Health is the region's leader in providing progressive, quality patient care with significant investments in our exceptional physicians, nurses and staff, as well as advanced technology. Capital Health is a five-time Magnet-Recognized health system for nursing excellence and is comprised of 2 hospitals. Capital Health Medical Group is made up of more than 250 physicians and other providers who offer primary and specialty care, as well as hospital-based services, to patients throughout the region.

Capital Health recognizes that attracting the best talent is key to our strategy and success as an organization. As a result, we aim for flexibility in structuring competitive compensation offers to ensure we can attract the best candidates.

Pay Range:

Scheduled Weekly Hours:

Position Overview

SUMMARY (BASIC PURPOSE OF THE JOB)

MINIMUM REQUIREMENTS

Education:High school diploma or GED. Business school degree or Associate's degree preferred.

Experience:Five years of administrative, office, or department experience.

Other Credentials:

Knowledge and Skills:Knowledge and experience in basic office administration functions. Excellent communication and time management skills. Is a highly adaptable individual that anticipates the needs of the many professionals supported and switches tasks quickly when priorities shift.

Special Training:Intermediate knowledge in Microsoft Office including Word, Excel, Outlook, and Power Point required.

Mental, Behavioral and Emotional Abilities:Excellent organizational skills. Meets deadlines. Excellent understanding of English language and has the ability to edit documents and proofread memoranda. Possesses ability to develop rapport with other organization functions and departments.

Usual Work Day:8 Hours  

ESSENTIAL FUNCTIONS

• Maintains calendars for one or more VPs and Directors with timeliness and accuracy. Schedules and coordinates arrangements for meetings and special events, including facilities, catering, and logistics, assuring smooth functioning of events. Makes travel arrangements as needed.
• Collects, tracks, and maintains information specific to the division, often of a highly confidential nature according to procedure. Maintains confidential employee records for department staff, processes time sheets, tracks PTO in accordance with policy and procedures, and serves as liaison with Payroll and Human Resources.
• Coordinates the timely receipt, processing, production, and distribution of regular reports to appropriate management team, department heads and organization staff. Processes requisitions, invoices, expense reports, prepares check requests, determines appropriate accounting codes, and ensures data entry of appropriate information on a timely basis.
• Processes requisitions, invoices, expense reports, prepares check requests, determines appropriate accounting codes, and ensures data entry of appropriate information on a timely basis. Monitors and orders inventory for office supplies, furniture, and IT equipment.
• Revises or drafts processes and procedures as needed to support efficient and effective division operations. Reports office progress to senior management and works with them to improve office operations and procedures.
• Prepares, edits, and proofreads letters, memoranda, documents, and presentations from drafts or independently in a timely manner. Designs, formats and lays out documents and presentations as needed using intermediate and advanced features of MS Office applications (Word, Excel, Power Point. Organizes data and information on a regular basis. Ensures maintenance of hard copy and computer files periodically as required. Builds and maintains databases using Access, Excel, and specialized database applications. May conduct research on the Internet
• Reviews, determines appropriate disposition of, and responds to mail, faxes, and email in a timely manner. Follows up on requests and sends brochures, packets, and other information, as appropriate.
• Serves as liaison with facilities or building management, safety, and security to ensure consistent provision of services and to resolve problems as needed. Participates in office renovation, space allocation, and office moves, coordinating IS, telephone, facilities and other support services as needed. Maintains the office condition and arranges necessary repairs.
• Oversees the daily operations and serves as the system administrator for Capital Health’s compliance and matter management platform for Human Resources, Health Information Management, OGC and Risk Management. Maintains all system upgrades in timely manner.
• Updates employee files and all organizational changes to ensure accuracy in records. Assigns user access and maintains security on department access groups. Prepares and generates reports as required. Helps in coordination and onboarding of all departments users.
• Assists with the general and administrative budget and ensures accurate and timely reporting. Assists with employee satisfaction and the planning of in-house and offsite celebrations and conferences.
• Provides general support to attorneys and staff. Maintains intranet and document management storage and destruction function for Legal and Risk departments. Assists in the onboarding process for new hires and HR management as needed. Oversees payroll timekeeping for Risk and Legal departments. Creates and organizes on-call schedules for department.
• Serves as system administrator for organization-wide contract management system. Participates in strategic planning process with management to identify and accomplish short and long term organizational goals.
• Performs other duties as assigned.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Frequent physical demands include: Sitting

Occasional physical demands include: Standing , Walking , Climbing (e.g., stairs or ladders) , Carry objects , Push/Pull , Twisting , Bending , Reaching forward , Reaching overhead , Squat/kneel/crawl , Wrist position deviation , Pinching/fine motor activities , Keyboard use/repetitive motion

Continuous physical demands include:

Lifting Floor to Waist 15 lbs. Lifting Waist Level and Above 10 lbs.

Sensory Requirements include: Accurate Near Vision, Accurate Far Vision, Accurate Color Discrimination, Accurate Depth Perception, Accurate Hearing

Anticipated Occupational Exposure Risks Include the following: Bloodborne Pathogens , Chemical , Airborne Communicable Disease , Extreme Temperatures , Radiation , Uneven Surfaces or Elevations , Extreme Noise Levels , Dust/Particulate Matter , Other (List)
 

This position is eligible for the following benefits:

• Medical Plan

• Prescription drug coverage & In-House Employee Pharmacy

• Dental Plan

• Vision Plan

• Flexible Spending Account (FSA)

- Healthcare FSA

- Dependent Care FSA

• Retirement Savings and Investment Plan

• Basic Group Term Life and Accidental Death & Dismemberment (AD&D) Insurance

• Supplemental Group Term Life & Accidental Death & Dismemberment Insurance

• Disability Benefits – Long Term Disability (LTD)

• Disability Benefits – Short Term Disability (STD)

• Employee Assistance Program

• Commuter Transit

• Commuter Parking

• Supplemental Life Insurance

- Voluntary Life Spouse

- Voluntary Life Employee

- Voluntary Life Child

• Voluntary Legal Services

• Voluntary Accident, Critical Illness and Hospital Indemnity Insurance

• Voluntary Identity Theft Insurance

• Voluntary Pet Insurance

• Paid Time-Off Program

The pay range listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. When determining base salary and/or rate, several factors may be considered including, but not limited to location, years of relevant experience, education, credentials, negotiated contracts, budget, market data, and internal equity. Bonus and/or incentive eligibility are determined by role and level. 

The salary applies specifically to the position being advertised and does not include potential bonuses, incentive compensation, differential pay or other forms of compensation, compensation allowance, or benefits health or welfare. Actual total compensation may vary based on factors such as experience, skills, qualifications, and other relevant criteria.