Executive & Legal Assistant

EXECUTIVE AND LEGAL ASSISTANT

OFFICE OF THE GENERAL COUNSEL & OFFICE OF THE CHIEF FINANCIAL OFFICER

Classification: Level 2 / Class Code 1660 / Full-Time / Non-Exempt / Benefited / Confidential

Location:San Francisco, California (On-site role with occasional hybrid flexibility)

Hiring Salary Range: $34.00 - $36.00 hourly (commensurate with qualifications)

THE DEPARTMENTS

The Office of the General Counsel provides legal services and advice to the Board of Directors, the Chancellor & Dean, and senior leadership on a wide variety of legal issues affecting staff, faculty, academic life and administrative matters. Substantive areas include governance, policy, compliance (including ethics), labor relations, real estate, contracts, torts, visa processing, public records and employment law. The Office of the General Counsel plays a key role in finding innovative solutions to its clients’ needs and strategic planning.

The Office of the Chief Financial Officer is responsible for financial and business management functions, state intergovernmental relations, risk, investment and real estate management. The CFO also oversees the development and implementation of the school’s Long Range Campus Plan and its strategic centerpiece, the development of an Academic Village, providing a platform for shared campus housing and academic functionality.

THE ROLE AND RESPONSIBILITIES

UC Law SF is seeking a highly motivated individual with administrative and/or law-office experience for the Executive and Legal Assistant position to work in the Office of the General Counsel and the Office of the Chief Financial Officer. This individual will report jointly to the General Counsel and the Chief Financial Officer and assist on a wide variety of issues pertinent to a public institution of higher education; provide administrative assistance to the General Counsel and the Chief Financial Officer; and manage administrative functions of the Office of the General Counsel and the Office of the Chief Financial Officer.

Due to the volume of work in the two offices, a candidate must be adept at prioritizing competing deadlines. A candidate must be organized and detail-oriented with excellent clerical and computer skills.

Typical duties and responsibilities consist of, but are not limited to, the following:

Executive Assistant (approximately 90%)

• Maintains General Counsel’s appointments calendar.;
• Coordinates travel for General Counsel and Chief Financial Officer;
• Organizes materials for General Counsel’s and Chief Financial Officer’s use in future appointments;
• Handles reimbursements and generates purchase orders, check requests and expense requests;
• Greets guests and provides front desk/reception duties;
• Monitors, maintains and orders office supplies;
• Maintains and organizes office records;
• Supports members of the College’s Board of Directors to keep them engaged and informed regarding their leadership activities;
• Prepares, coordinates and circulates materials for meetings of the College’s governing and advisory boards: the College’s Board of Directors, the Academic Village Finance Authority, and boards and corporate structures supporting the College’s real estate development efforts, including notice and agendas pursuant to the state’s open meeting laws;
• General office administration to include correspondence, telephones, filing, meetings arrangements, and other duties and responsibilities as assigned;
• Prioritizes competing deadlines;
• Performs special projects and tasks and other duties as assigned.

Legal Assistant (approximately 10%)

• Processes California Public Records Act requests and reviews and compiles responsive documents for disclosure;
• Supports other law and policy functions.

REQUIREMENTS

EDUCATION AND EXPERIENCE

• Experience as an executive assistant in a legal or C-suite executive office, as a legal assistant, or the equivalent;

KNOWLEDGE, SKILLS & ABILITIES

Minimum Qualifications:

The ideal candidate must demonstrate the following skills:

• Ability to recognize and maintain the confidentiality of sensitive College issues and information;
• Ability to prioritize work assignments and meet established deadlines;
• Ability to communicate effectively both orally and in writing (there will be a writing exercise as part of the interview process);
• Ability to represent the Office of the General Counsel and the Office of the…