Legal Operations Coordinator

Job Description

Job Description

Description:

The Legal Operations Coordinator provides administrative, operational, and project coordination support to the Legal Department by managing legal workflows, contract administration, governance processes, and departmental systems. This position serves as a central point of coordination for contract lifecycle management, board administration, legal intake, electronic signature workflows, and cross-functional legal initiatives and requires a resourceful individual who can conduct thorough legal research, draft and review documents, and manage legal workflow requests with the utmost precision. The Legal Operations Coordinator partners closely with the Legal Operations Manager and internal stakeholders to ensure legal requests are processed efficiently, governance activities are executed effectively, records are maintained accurately, and departmental operations support the organization’s legal, regulatory, and strategic objectives. This position requires excellent organizational and communication skills, as well as the ability to prioritize multiple tasks effectively while maintaining a high standard of work. The ideal candidate will demonstrate discretion and integrity in handling sensitive information and will contribute to the overall success of the Legal team at CSD.

Requirements:

Essential Functions  

• Administer and maintain the organization’s contract lifecycle platform, ensuring contract records are accurate, complete, and up to date. 
• Maintain an accurate tracking system for upcoming contract expiration dates and coordinate timely reviews to ensure renewal is addressed prior to expiration. 
• Coordinate the review, routing, and processing of designated low-risk contracts, including interpreter agreements and other assigned agreements, in accordance with established approval workflows. 
• Conduct quality assurance reviews of legal agreements under established dollar thresholds to ensure documentation is complete and contracts are routed appropriately for execution. 
• Maintain inventory on current contracts and work with relevant stakeholders to asses the ongoing need and continuity of contracts to support necessary and timely renewal. 
• Lead the administration of the organization’s DocuSign platform, including preparing, routing, tracking, and filing documents requiring electronic signatures. 
• Manage the Legal Department’s shared inbox by responding to inquiries, triaging requests, and directing matters to the appropriate department or stakeholder. 
• Maintain the FreshService ticketing system under the direction of the Legal Operations Manager by monitoring requests, following up with stakeholders, and proactively identifying potential issues that may impact service levels or project timelines. 
• Coordinate and facilitate the organization’s grant submission process through Submittable, ensuring timely routing and completion of required documentation. 
• Support the development and implementation of new service lines, regulatory initiatives, accreditation efforts, licensing applications, waiver programs, and other strategic organizational projects. 
• Administer and maintain the organization’s Board governance platform, ensuring governance records, meeting materials, and documentation remain accurate, current, and organized. 
• Coordinate logistics and scheduling for meetings of the CSD Board of Directors, subsidiary boards, and Board committees. 
• Prepare and distribute Board meeting notices, agendas, supporting materials, and related correspondence. 
• Record, prepare, and maintain accurate minutes for Board and committee meetings. 
• Maintain official Board records, governance documents, and meeting archives within OnBoard, SharePoint, and other designated record management systems. 
• Coordinate Board recognition and appreciation initiatives to support Board engagement and stewardship. 
• Provide administrative, operational, and project support to the Legal Operations Manager and the Chief Legal Officer, including assisting with legal initiatives, governance activities, and departmental priorities. 
• Conduct thorough legal research on various topics as directed by the Legal Operations Manager.
• Assist the Legal Operations Manager in drafting and organizing legal documents, contracts, and correspondence.
• Maintain and update legal files, ensuring all relevant information is easily accessible and up-to-date. 
• Track deadlines and ensure timely filing of court documents and other legal materials. 
• Assist in monitoring and ensuring compliance with applicable laws and regulations. 
• Liaise with various departments within the organization to gather information and support legal initiatives. 
• Collaborate with internal departments to facilitate efficient legal, governance, and contract administration workflows while ensuring timely completion of requests and deliverables. 
• Recommend and support process improvements that enhance operational efficiency, compliance, and service delivery within the Legal Department. 
• Perform other duties and special projects as assigned in support of the Legal Department and organizational objectives. 

Knowledge, Skills and Abilities  

To perform the essential functions of this position successfully, an individual should demonstrate the following competencies:?  

• Attention to Detail: Demonstrates exceptional accuracy and thoroughness when reviewing contracts, preparing Board materials, maintaining records, and managing legal documentation. 
• Organization & Planning: Effectively prioritizes multiple assignments, manages competing deadlines, and maintains organized systems, files, and workflows in a fast-paced environment. 
• Confidentiality & Discretion: Exercises sound judgment and maintains strict confidentiality when handling sensitive legal, governance, personnel, and organizational information. 
• Communication: Communicates clearly, professionally, and effectively in both written and verbal formats while building positive relationships with internal and external stakeholders. 
• Critical Thinking & Problem Solving: Identifies issues, anticipates challenges, analyzes information, and develops practical solutions while exercising sound judgment within established guidelines. 
• Technology & Systems Proficiency: Demonstrates proficiency in legal operations technology, including contract management systems, electronic signature platforms, board governance software, Microsoft Office Suite, SharePoint, and other business applications to support efficient departmental operations. 

Qualifications  

• Bachelor’s degree in Business Administration, Legal Studies, Paralegal Studies, Public Administration, or a related field required; Master’s degree preferred. 
• Minimum of five (5) years of progressively responsible experience in legal operations, contract administration, executive administration, board governance, compliance, or a related administrative field. 
• Experience supporting legal, executive, or corporate governance functions preferred. 
• Experience coordinating contracts, document management, or legal workflow processes preferred. 
• Ability to communicate in American Sign Language (ASL) strongly preferred
  
  
  

Work Environment / Physical Requirements  

This position is largely self-directed and requires understanding and compliance with company policies, procedures, and values. The position works in a virtual office environment utilizing a computer and standard office equipment. While performing the duties of this job, the employee is regularly required to interact collaboratively with the team and stakeholders, and communicate via phone, videophone, or text messaging. The employee may be required to occasionally lift and/or move up to 10 pounds. The position may require travel up to 5%.